Academic Records Coordinator

Overview

The Senior Administrative Assistant 2 provides high-level, complex, and confidential administrative support within a department or division. The role serves as the office lead for administrative support staff, overseeing work processes, schedules and task delegation. Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, processing expenses and handling all external and internal inquiries with confidentiality and professionalism. The position is also the Academic Records Coordinator in the University Registrar’s Office, responsible for a broad set of lifecycle and cohort-related transactions, including processing admit declines, postponements, joint‑degree term records, language placement data entry, and various registration holds.

The coordinator manages record updates such as name and SSN changes, maintains ROTC records, performs academic systems testing, supports specialized identity portfolios, and serves as the primary point of contact for record‑related inquiries.

• Exceptional organizational and multitasking skills, with the ability to prioritize competing deadlines in a fast‑paced environment.
• Strong written and verbal communication skills, including drafting and editing documents and correspondence with accuracy and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.

• Experience leading and overseeing administrative support staff, including task delegation and performance monitoring.
• Familiarity with higher education or academic settings, including experience with student systems and data management.
• Advanced proficiency with administrative systems such as Banner, Argos and Dynamic Forms.
• Bachelor’s degree and prior experience providing administrative support in an academic environment.

• Lead a unit or function, oversee and coordinate projects or work processes, and distribute the work of a minimum of two full‑time employees.
• Direct the daily operations of the office, manage calendars and calls, assess issue nature, and escalates as appropriate. Serve as principal source of information on policies, procedures, programs, and office activities.
• Oversee, monitor, and control office budget and spending.
• Participate in special projects, identify project needs, research, and analyze data, produce documentation, tracking, reports and presentations.
• Perform ongoing review of department processes and systems, develop, implement, and oversee office procedures designed to streamline operations, eliminate duplication and improve efficiency.
• Monitor and prioritize communications, provide background for action/decision‑making, flag time‑sensitive material, and initiate follow‑up.
• Compose and coordinate substantive communications, review outgoing material for accuracy and completeness, and develop materials for presentations.
• Prioritize, assign, and monitor work; set standards and expectations among the department administrative support staff; ensure appropriate coverage.
• Attend meetings and draft minutes.
• Greets visitors, answers and screens telephone calls, and assesses nature of business. Responds to requests for information and assists. Screens and responds to mail.
• May perform other duties as assigned.

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate’s Degree; or two years of related work experience and a Bachelor’s Degree; or an equivalent combination of education and experience.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities…