POSITION IDENTIFICATION
TITLE Senior Academic Records Specialist-WP
CLASSIFICATION NUMBER 3072
GRADE 14
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Registrar
MAJOR ADMINISTRATOR Dean of Student Services
GENERAL FUNCTION
The Senior Academic Records Specialist-WP works in cooperation with the Registrar to ensure academic policies and procedures are enforced and proper records are maintained. Primary areas of responsibility can include oversight and coordination of specific Office of Registration and Records projects such as coordinating the hiring, training, scheduling, and supervision of Registration and Records student workers, supervising the document imaging process within the Registration and Records, providing support for degree audit programming and commencement program production, processing exceptions into the degree audit system, assisting in the graduation clearance process, providing written documentation of Office of Registration and Records processes and procedures, coordinating dates and deadlines for the University’s academic calendar, providing assistance with and troubleshooting the class schedule building process, providing general support to the Office of the Registrar as needed, running queries to provide information to staff and administrators for decision-making purposes, and coordinating special projects for the Office of the Registrar as needed.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required; a Bachelor’s degree is preferred.
Experience: Four years of administrative experience is required; at least two of the four years of experience must include supervisory experience and experience in administering complex processes. An equivalent combination of education and administrative experience may be substituted for the specifications listed above. Two years of experience in a similar position in higher education, especially in a Registrar’s office or related environment, is preferred.
Skills: Must be knowledgeable in the use of Microsoft Office, higher education student administrative systems, and web portals. The ability to analyze and interpret database reports and computer system needs is required. The ability to manage details associated with the implementation of complex policies and procedures is required; customer service and supervisory skills are required. The ability to understand and communicate complex policies and requirements is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Knowledge in the use of a university degree audit system is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Hires, trains, and supervises the student employees within the Office of Registration and Records, coordinates student employee schedules, approves student employee time reporting for payroll, and oversees front desk operations.
2. Supervises the document imaging process within the Office of Registration and Records, including coordination of the documents to be imaged, training and overseeing the employees involved in scanning and indexing, creating and maintaining the schedule for scanning, and managing the responsibilities associated with the imaging software.
3. Assists with the coordination of the graduation clearance process, programs curricular additions, changes, and deletions into the University degree audit system, coordinates supplies for University commencement ceremonies, and assists in the production of the University commencement.
4. Processes exceptions to the degree audit system, identifies graduation deficiencies, communicates with students in regard to graduation eligibility, and meets with students to review and explain their degree requirements.
5. Oversees the calculation of University scholastic honors, including the calculation of scholastic honors eligibility and application of the corresponding scholastic honors information to the University academic records.
6. Assists the Registrar in the daily operation of the Office of the Registration and Records by assisting with questions on policies and procedures (e.g. end of semester functions, reporting operational statistics, reviewing proof and edit reports, course registration, class schedule building), and helping to ensure equitable work distribution among staff.
7. Provides support to the Records and Registration Assistant by assisting with shared tasks such as transcript production, grade changes, changing and building academic records, course registrations, withdrawals, changing majors and/or minors, processing applications to degree programs, and providing enrollment and/or degree verification letters.
8. Assists the Registrar in helping University faculty and staff to utilize University reports and queries.
9. Assists with time-sensitive assignments that may be outside of regular responsibilities including, but not limited to, class schedule building, refund/payment schedule building, and beginning- and end-of-term processing.
10. Coordinates, proofs, and publishes all academic dates and deadlines.
11. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, and attending training and/or courses required by the Registrar.
13. Contributes to the overall success of the Office of the Registrar by performing
all other duties and responsibilities as assigned.
SUPERVISION
The Senior Academic Records Specialist WP is supervised by the Registrar and may supervise student employees in the Office of Registration and Records.
OFFICE OF HUMAN RESOURCES
REVISED APRIL 2018
