Records Coordinator

Records Coordinator

The Records Coordinator supports the daily operations of the Office of the University Registrar by assisting with the processing, maintenance, and organization of student and graduate academic records. This role ensures records are accurately entered, scanned, filed, and maintained in accordance with University policies and the Family Educational Rights and Privacy Act (FERPA). Working under the guidance of the Senior Associate Registrar and senior team members, the Records Coordinator performs routine records administration functions and provides professional customer service to students, faculty, and staff.

• Process and update student academic records in Banner, OnBase, Salesforce, and related systems.
• Scan, index, and file documentation within established departmental timelines.
• Maintain accuracy and completeness of student files by reviewing records for missing or inconsistent information.
• Assist with graduation processing, enrollment verifications, academic letters, and Dean’s List updates.
• Retrieve student records for authorized internal staff and auditors.
• Assist with records retention activities and file purging in accordance with University policy.
• Receive and review student files from Admissions and assist with tracking outstanding documentation.
• Ensure documentation is processed within established departmental timelines and service standards.

• Process and distribute mail for Student Operations, ensuring proper logging and delivery.
• Assist with the assignment and routing of Salesforce cases.
• Assist with background check processing by tracking submissions, logging documentation, and escalating issues to senior staff as needed.
• Support preparation for audits and compliance reviews by organizing documentation as directed.
• Provide backup coverage for other records team members as needed.

• Respond to student, faculty, and staff inquiries regarding student records via email and phone.
• Provide accurate and timely information related to enrollment verifications, academic documentation, and record requests.
• Assist students with documentation requirements and explain policies clearly and professionally.
• Maintain confidentiality and handle sensitive student information in compliance with FERPA.

• Follow established procedures for document imaging, recordkeeping, and data entry.
• Participate in training sessions to remain current on policies and system updates.
• Perform additional duties and projects as assigned by the Senior Associate Registrar or leadership.

• Basic understanding of student records administration principles.
• Familiarity with FERPA and student information confidentiality requirements preferred.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Professional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to learn and effectively use systems such as Banner, OnBase, and Salesforce.
• Strong customer service orientation and ability to work collaboratively in a team environment.

• Bachelor’s degree preferred.
• 0–2 years of experience in a student services, administrative, or office environment.
• Experience working with student information systems or document management systems preferred but not required.
• Equivalent combination of education and relevant experience may be considered.

• Professional office setting in a collaborative environment.
• Primarily sedentary role requiring extended computer use.
• Routine use of standard office equipment (computers, scanners, phones, filing systems).
• Ability to maintain concentration while managing interruptions.

• Standard work schedule:
  Monday through Friday, 9:00 a.m. – 5:00 p.m. (37.5 hours per week).
• Occasional evening work may be required during peak periods.
• No regular travel required.

• Student Centric: We approach every task with a focus on supporting our students to achieve their lifelong learning goals in a safe, vibrant and welcoming environment.
• A Global…