Academic Records Specialist

Georgetown University comprises two unique campuses in the nation’s capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world.

Requirements Job Overview As an Academic Records Specialist 2, you'll play a crucial role in ensuring the accuracy and integrity of student academic records at the university. Reporting to the Associate Registrar for Academic Records, you'll be responsible for interpreting and applying student records policies. Your main tasks include maintaining accurate academic records for all students, assisting with grade processing, degree conferrals, advisor updates, transfer credit processing, and managing holds.

Additional duties include, but are not limited to:

Update student records in the student information system including but not limited to grade postings, input thesis and dissertation titles, and maintain  degrees awarded  data.

Manage general maintenance of academic records and assist in problem resolution for various academic records issues.

Communicate tactfully and effectively with faculty, colleagues in Deans' Offices, and other university departments to provide information and ensure quality records maintenance.

Stay familiar with policies and procedures of relevant offices and the Office of the University Registrar to address inquiries from students, parents, and departments, etc.

Analyze information accurately before adding data to students' permanent records while upholding confidentiality standards as per the Family Educational Rights & Privacy Act.

Responsible for creating and documenting clear and comprehensive standard operating procedures to streamline operations. Additionally, you will develop knowledge articles, canned responses and training materials that are easy to understand and effectively convey complex technical information.

Process work promptly and efficiently in alignment with office and university timelines

Involves creating and documenting clear and comprehensive standard operating procedures to streamline operations, maintaining accurate academic records, processing various documents, developing knowledge articles, canned responses and training materials that are easy to understand and effectively convey complex technical information ensuring compliance with university policies and regulations.

Work Interactions This position directly engages in direct communication with students, parents, faculty, and staff at Georgetown University via in-person interactions, phone calls, and email correspondence. Collaborates with various university departments including Student Accounts, Student Financial Services, Student Health, Housing, Dining Services, and Student Affairs during registration processes or when students terminate their enrollment. Provides support to the Office of Student Accounts by clarifying tuition and fee charges as well as refund procedures.

Offers interpretation and clarification regarding holdsthat have registration and record impacts imposed by Student Accounts, Student Affairs, Student Housing, Student Health, or Deans' Offices. Providing assistance to students, parents, faculty, and staff requires a customer-focused approach. Candidates should possess strong interpersonal skills and the ability to handle inquiries and requests in a professional and courteous manner.

The position may involve resolving issues related to academic records, registration, and student accounts. Candidates should demonstrate effective problem-solving abilities and the capacity to address challenges proactively. As academic records contain sensitive information, candidates must adhere to strict confidentiality protocols and comply with relevant laws and regulations, such as the Family Educational Rights and Privacy Act (FERPA). The ability to manage multiple tasks, prioritize workload, and meet deadlines is essential in a fast-paced university environment.

Strong organizational and time management skills are highly valued. Collaborating with colleagues within the registrar's office and across various university departments is often required.…