Academic Records Assistant

TITLE: Academic Records Assistant
DEPARTMENT: Office of the Registrar
REPORTS TO: Registrar
CLASSIFICATION: Student -12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 20 hours per week
EMPLOYMENT STATUS: Part-Time 
EMPLOYMENT CLASSIFICATION: Non-Exempt 

JOB SUMMARY:

The Office of the Registrar seeks a dependable and detail-oriented Academic Records Assistant to provide administrative and technical support in maintaining student academic records. This position assists with processing transcripts, evaluating transfer credits, updating student information, and responding to inquiries from students, faculty, and staff. The Academic Records Assistant plays an important role in ensuring the accuracy and confidentiality of all student records in compliance with university and federal guidelines.

ESSENTIAL JOB FUNCTIONS:

• Assist with maintaining and updating student academic records in the student information system.
• Process requests for official transcripts and enrollment verifications.
• Support the evaluation and posting of transfer credits under supervision.
• Organize and maintain digital and paper files in compliance with record retention and applicable regulations.
• Respond to student and departmental inquiries in person, by phone, and by email in a professional and timely manner.
• Assist with registration, graduation, and end-of-term processing as needed.
• Assist in creating and updating user guides, procedure manuals, and other documentation for Banner processes.
• Help troubleshoot minor issues.
• Provide general office support, including data entry, scanning, and filing.
• Maintain confidentiality of all student and institutional information.
• Perform other duties as assigned to support the mission of the Office of the Registrar.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

• Basic understanding of student records processes and FERPA regulations.
• Good problem-solving skills with strong attention to detail and accuracy in data entry and recordkeeping.
• Ability to communicate effectively and provide exceptional customer service.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience using student information systems such as Banner is preferred.
• Ability to work well both independently and as part of a team.

SUPERVISORY RESPONSIBILITY:

• This position does not have supervisory responsibility. 

OTHER DUTIES: 

• Perform other duties as assigned.  

QUALIFICATIONS: 

• Enrolled Kentucky State University Student
• High school diploma or equivalent required.
• Associate’s degree preferred.
• One (1) year of experience in higher education, office administration, or customer service preferred.
• Experience working with databases or student records systems is a plus.

Licensing and Certifications: NA

WORKING CONDITIONS:

• Work is normally performed in a standard office environment.
• Ability to lift up to 20 pounds.
• No or very limited exposure to physical risk.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.