Records Specialist

Job Family Group:

Staff

Department/Office:

Registrar's Office

Time Type:

Full time

Compensation:

$17.91-$22.39

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:

Non-Exempt

Job Description:

Serves as the primary point of public contact for the Office of the Registrar. Answers phones, monitors office email, greets and provides services to a wide variety of constituents, including students, parents, alumni, faculty, staff and visitors. Uses various student information systems and databases, assists with processing academic records, including course withdrawals, course registrations/adds/drops, enrollment status verifications, transcripts, degree certifications, and other academic records. Oversees departmental purchasing, tracks the operating budget, and provides general administrative assistance to the Registrar, as needed.

Job Duties

• Serves as a primary point of public contact for the Office of the Registrar. Answers telephones, greets visitors, and responds to email inquiries. Responds to large volume of emails received in the departmental mailbox.
• Uses a student information system, Colleague and a document imaging system, ImageNow, to access data and respond to requests from students, faculty, and staff. Researches and provides historical course descriptions requested by alumni and representatives from other institutions.
• Processes all student requests to allow parental access to education records, Family Educational Rights and Privacy Act (FERPA) consent forms. Protects the confidentiality of student records in accordance with FERPA regulations.
• Oversees all purchasing functions for the office with attention to fiscal responsibility. Prepares budget reports and track operating budgets. Reconciles charges made using departmental purchasing cards.
• Coordinates travel applications, reimbursements, and makes travel arrangements.
• Advises students and parents regarding academic policy and procedure. Explains procedures and services provided by the Office of the Registrar.
• Assists students and faculty by processing course withdrawals, cancellations, and exceptions to policy.
• Prepares and distributes academic Dean’s Letters to students, parents and academic advisors.
• Assists with data entry and editing the schedule of classes each semester.
• Coordinates the common exam schedule with various academic departments.
• Uses word processing, spreadsheets and database management programs to perform specific tasks, as assigned. Produces, updates, and prints office forms. Maintains an adequate supply of forms.
• Provides administrative support to the management team and Registrar.
• Assists in advising students regarding course selection and schedule adjustments as needed during the registration and add/drop period. Removes registration holds on student records.
• Serves as a backup for processing transcript requests, enrollment verifications, degree certifications, address changes, name changes, and other student data on Colleague.
• Assists with commencement activities.
  
  

Additional Duties

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interact with confidence, patience and integrity to provide professional leadership during emergencies.
• Complies with all Trinity University policies and guidelines.
• Performs other duties as required.
  
  

EDUCATION

Required:

• High School Diploma or GED.
  
  

Preferred:

• Bachelor's degree from four-year college or university.
  
  

Experience

Required:

• One year of general administrative experience in a professional office setting, including customer service and contact with the public.
• Experience communicating effectively and professionally with constituents in writing, in person, and by telephone.
  
  

Preferred:

• One to two years in a college or university Registrar or other enrollment services office.
• Recent experience using a student records managements system.
• Experience communicating effectively with students and faculty.
  
  

Knowledge, Skills, And Abilities

Required:

• Good typing skills.
• Strong knowledge of Microsoft Office software including Word and Excel.
• Student records management systems.
• Student records management practices and systems.
• Communicating.
• Writing.
• Multitasking.
• Convey exceptional customer service, attention to detail, and professionalism.
  
  

Preferred:

• Ability to maintain accurate and organized records with superior attention to detail.
• Knowledge of student records management practices.
• Experience communicating effectively with students and faculty.
• Ability to organize and prioritize work.
• Ability to exercise independent judgment and initiative.
  
  

Other Requirements

• All jobs require a current Criminal Background Check (CBC).
• May be required to work under pressure at times.