POSITION IDENTIFICATION
TITLE Academic Records Specialist
CLASSIFICATION NUMBER 3070
GRADE 13
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Registrar
GENERAL FUNCTION
The Academic Records Specialist performs complex, responsible work in administering processes and providing services related to student academic records, registration, class scheduling, enforcement of academic regulations, etc. The Academic Records Specialist modifies, updates, and interprets student information in several databases, applies academic regulations to a variety of situations, performs complex calculations, and investigates and resolves reported errors in academic records. The Academic Records Specialist exercises a significant amount of independent judgment and discretion in the performance of their job duties.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required.
Experience: At least four years of responsible office clerical experience is required. However, specialized training or education beyond high school which includes knowledge of general office procedures and the skills required for the position may be substituted for two of the four years of required work experience. Experience requiring the administration of complex processes and the independent decision-making is preferred.
Skills: The ability to handle large volumes of calls and face-to-face inquiries in a friendly and professional manner is required. Computer literacy in the use of personal computers and/or mainframe computers is required and includes keyboarding ability and a functional knowledge of word processing, spreadsheets, data entry, or database management. Strong written and verbal communication skills; the ability to operate electronic, photocopier or other standard office machines, maintain complex filing systems and records, and make complex arithmetic calculations and reconcile records are required. Supervisory skills and the ability to train and review the work of others are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Clerical positions are primarily sedentary. Keyboarding is required on a daily basis, which may be extensive at times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides effective customer service by having a through understanding of applicable academic regulations, rules, laws, policies, and procedures related to registrar functions and applying that knowledge to the provision of information, problem solving, and information processing.
2. Maintains the integrity of academic records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.
3. Facilitates the enrollment process by providing information about changes of schedules, withdrawals, refunds, grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, overloads, special courses, etc.
4. Supports registrar functions by assisting with processes related to commencement, proofreading various schedules, catalogs, and publications, processing transcript requests, filing and purging of records, processing incoming and outgoing mail, and other clerical tasks.
5. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
6. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the supervisor.
7. Contributes to the overall success of the Records and Registration by performing all other duties as required.
SUPERVISION
The Academic Records Specialist is supervised by the designated supervisor and may supervise part time and student employees.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
