Academic Records Specialist

Job Summary

Under the direction of the Associate Registrar, the Academic Records Specialist I provides front‑line services for the Office of the Registrar by assisting with the office’s day‑to‑day operations and providing excellent customer service through problem resolution and outreach for a wide audience. This position is responsible for maintaining student records, coordinating document imaging and processing transcripts, and assisting with Commencement and other Registrar office related activities.

• Assists constituents with initial inquiries in person, on the phone and via e‑mail.
• Actively listens, interprets and analyzes requests, using sound judgment to determine appropriate solutions.
• Responsible for reviewing and maintaining the Office of the Registrar email inbox and assignments as needed.
• Processes Enrollment Verification letters, Jury Duty Verification Letters, and other letters as directed.
• Maintains and updates student record information with attention to accuracy. Data entry precision and extensive knowledge of University and federal policies required.
• Assist with term start and end date data in Ellucian Banner.
• Processes customer transcript/class rank requests accurately and efficiently. Updates student records to reflect Dean’s List.
• Coordinates all document imaging to Banner Document Management (BDM) and monitors for accuracy.
• Accountable for processing and transmitting electronic residency application service documents for a specific population of students.
• Assists with preparation and on‑site assistance for Commencement and Student Processing/Orientation.
• Other duties as assigned, including cross‑training and backup support.

• Strong written, verbal communication and interpersonal skills.
• Excellent computer skills; proficient with Word, Excel, Access, Outlook, Publisher, and other required software. Knowledge of Ellucian Banner preferred.
• Ability to prioritize and successfully complete multiple duties while paying close attention to detail.
• Skilled in making decisions with sound judgment.
• Ability to recognize and address inconsistencies.
• Commitment to working in an organization that values and promotes humanism.

• High School Diploma.
• One to three years’ clerical or office administration experience.

• Experience in a university and/or registrar office setting.
• Knowledge of Ellucian Banner.

• In office, Monday through Friday 08:00 AM to 5:00 PM.
• Occasional weekend or evening hours may be required.

Minimum: $21.05 hourly

Maximum: $21.05 hourly

The essential functions of this job may require the employee to sit, reach with hands and arms, stand, walk, stoop, and lift up to 25 pounds. Reasonable accommodations may be available.

Posting Number: S01797

Posting Date: 06/30/2026

Close Date: 06/30/2027

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and related conditions), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within WesternU, including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training.

Successful employment may require completion of a background check, including a criminal records check.