Student Records Specialist

Job Summary

The Student Records Specialist assists the Office of Records and Registration with many vital functions. Provides customer service to internal and external clients through multiple means of communication, including face-to-face, via telephone and through email. This position assists in the processes for LU graduation applications and performs data entry in multiple computer applications, monitors departmental email accounts, and helps meet reporting needs within the department.

Essential Job Functions

• Collaborate with academic departments to ensure eligible students’ names have been submitted in a timely manner to apply for graduation.
• Coordinate certification programs.
• Manually reviews audits to ensure degree clearance and certification.
• Manually sets submitted student up to apply for graduation.
• Complete special projects for the Records Department as requested, including running Argos reports.
• Maintain master list of graduating students - as students apply or departments notify of changes, manually update master list and application status in Banner using appropriate codes.
• Verify final grades and GPA before awarding degrees.
• Identify and track students who do not meet the qualifications to graduate.
• Award degrees using batch process in Banner.
• Manually freeze student’s degree audits after awarding degrees for retention purposes.
• Produce diplomas and certificates to be disseminated at graduation, mailed out after graduation, or produced throughout the year as replacements or additional diplomas (print, stuff, label).
• Create and edit Diploma and Certificate Templates.

• Obtain door prizes.
• Pass out flyers.
• Send out correspondence to students to attend.
• Secure venue, mascots, volunteers.

• Facilitate and maintain inventory of diploma stock, tubes, envelopes, labels, and honor cords.
• Ensure accuracy of information in the commencement program, on undergraduate diplomas, and for graduation-related information in Banner.
• Develops and emails mass correspondence to graduating students.
• Assists with preparing walking cards and other materials for commencement ceremony.
• Attends Commencement Committee meetings.
• Be readily available to work and answer questions at commencement ceremonies.

• Scribes LU degree audit system.
• Assist in training faculty and staff in DegreeWorks, best practices and procedures.
• Process user access requests for DegreeWorks.
• Process course substitutions for core classes, and for major classes when requested by departments to do so.
• Review of DegreeWorks petitions.

• Provides quality customer service relating to Commencement, Certificates, DegreeWorks system, graduation, and general record enquiries.
• Maintains departmental email boxes (Certs, Degree Audit).
• Departmental phone queue.
• Counter assistance.
• Comply with and adheres to Family Educational Rights and Privacy Act when dealing with public and university community.

• Updating student records by performing data entry in multiple platforms including DegreeWorks and Internet Native Banner (INB).
• Assist in training.
• Serve on various committees as assigned.
• Attend meetings, seminars, and conferences on behalf of Records Department.
• Work occasional evenings and Saturdays for commencement, Grad Fairs, and diploma pick-up days.
• Assist in the management of the workload for student workers.
• Crosstrain with other areas to ensure consistent and adequate coverage.
• Remain current with FERPA training and regulations and stay compliant.

• Excellent communication, interpersonal, and organizational skills.
• Strong logical and analytical problem-solving skills; critical thinking skills with attention to details.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.
• Strong organizational, time management and project planning skills.
• Ability to work independently as well as on a team.
• Strong initiative and the ability to coordinate multiple tasks simultaneously in a high-pressure environment.
• Must be approachable and highly customer service oriented; must be detail-oriented, but also able to strategically conceive and coordinate long-term projects and events planned over a long period of time.
• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.

Minimum and Desired Qualifications

• High School Diploma or GED.

• A minimum of two (2) years of customer service and computer work experience – preferably in an office setting, call center, or help desk environment.
• Computer experience including data entry and use of Microsoft Office Suite (Outlook and Excel) is required.
• Excellent organizational, communication, time management and interpersonal skills are a must.

Supplemental Information

• This position requires personal contact daily with employees, students, and the public, in structured situations which involves obtaining, clarifying, or giving facts or information.

• Although the position is primarily sedentary (sitting most of the time), the position involves occasionally moving about inside narrow storage closets and cabinets.
• Occasionally, the position requires lifting, carrying or loading boxes and other equipment weighing up to 20 pounds from or to heights of 3-4 feet.

• Work schedule will be from 8 am to 5 pm, Monday to Friday. Additional hours or weekends will occasionally be required for graduation fairs and commencement ceremonies.

Lamar University is An Equal Opportunity Employer

Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.