Academic and Financial Records Specialist

Description

U.S. News and World Report consistently ranks Thomas College as a top college in Maine for social mobility. Our clear career focus and one-of-a-kind Guaranteed Job Program™ makes it possible to advance faster in the arts and sciences, business, and education. Earn an undergraduate degree in three years and then choose from a variety of in‑person or online graduate degree programs that can be completed in one or two years.

Located in Waterville, Maine, Thomas College is your pathway to a promising future, guaranteed. Learn more .

The Academic and Financial Records Specialist is the first contact for students and their families in the Registrar/SFS office suite. They maintain front‑office operations and assist in keeping accurate academic and financial records for all students.

• Maintain front‑office area and manage daily tasks, including greeting walk‑ins, scheduling appointments, answering phones, and promptly replying to e‑mail requests.
• Answer questions related to academic programs, registration, commencement, student billing, and financial aid while safeguarding student information in accordance with FERPA.
• Facilitate the routine updating of academic transcripts at the end of each academic term and manage all requests for transcripts via parchment and paper forms to ensure timely processing.
• Process and issue weekly refund checks in coordination with the Student Financial Services Counselor.

• Excellent interpersonal, verbal, and written communication skills.
• Strong time‑management and organizational skills to prioritize multiple tasks and handle frequent interruptions.
• Customer‑service aptitude combined with technical office skills.
• Computer proficiency, including Microsoft Office suite tools.
• Knowledge of the Family Rights and Privacy Act and other legal formalities related to academic records (preferred).
• Associate’s degree required;
  Bachelor’s degree preferred.
• Proficiency with Microsoft Office products preferred.
• Minimum one year of professional work experience or equivalent (preferred).
• Preferred experience in higher education setting.

• Medical, dental, life, and disability insurance.
• 6% 403(b) matching plan.
• Paid vacation, paid sick leave, and thirteen paid holidays.
• On‑site gym access.
• Meal discounts and free tuition for employees, spouse, and dependent children.

Interested applicants should submit a cover letter, resume, and the names of three professional references. Please include an email address on your application materials.

Thomas College is an equal opportunity employer.

Thomas College's mission is to prepare students for success in their personal and professional lives, and for leadership and service in their communities.