Academic Records Specialist
Academic Records Specialist
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Job Description
General Statement of Job
The Academic Records Specialist works as part of a team within the Office of the Registrar whose primary purpose is to provide interpretation and application of policy relevant to students and to partner with faculty and staff in a university wide initiative to increase retention and graduation. Primary responsibilities include records management for an alpha-split caseload of students in addition to duties from one or more of the following areas: scribing degree audits in Degree Works fulfilling the role of Athletic Compliance liaison assisting with Transfer Articulation Agreements coordinating the Missouri Reverse Transfer program assisting with campus trainings updating office forms and maintaining the departmental website. Academic Records Specialists are trained and expected to step in to fulfill any of the duties.
Specific Duties and Responsibilities
- Maintain thorough understanding of the academic catalog as it pertains to academic policies and degree requirements to assist faculty staff and students with policy interpretation and application that supports progress toward graduation with accuracy and efficiency.
- Determine and articulate transfer course equivalencies and work with departments regarding courses that have not been evaluated.
- Program academic petitions or course substitutions in Degree Works to facilitate degree completion.
- Review graduate applications and checklists for accurate degree conferral.
- Scribe (program) update and maintain curriculum/majors in the Degree Works audit tool.
- Serve as the Office of the Registrar liaison to the athletic department and/or assist with tasks related to athletic continuing eligibility for NCAA Division II compliance. This may include entries into the NCAA Applications portal and evaluation of prospective student athlete transcripts.
- Coordinate or assist with the Missouri Reverse Transfer program tasks.
- Interpret and apply academic policies for the purpose of resolving issues with degree audits graduation requirements transfer credit articulation academic standing etc.
- Assist with departmental trainings and presentations on Degree Works Master Advisor Trainings FERPA orientations and other departmental processes.
- Coordinate with the Registrar to update departmental website office forms departmental training guides and other informational flyers.
- Attends and assists with commencement ceremonies two times per year.
- Occasionally represents the office at new student recruitment enrollment orientation and other campus events on evenings and weekends.
- Submit periodic reports to the National Student Clearinghouse and address any returned errors.
- Monitor and recommend changes to policies to ensure the University is following best practices of the profession.
- Serve as the Office of the Registrar representative for university committees as assigned.
- Perform other duties or changes in assigned duties as is necessary and assigned by supervisor.
Education Experience and Licenses
- A bachelors degree from an accredited institution required.
- One year of experience in higher education records management or related experience preferred.
- Proficiency with Microsoft Office suite email web browsers and other technologies required.
- Knowledge of or experience with complex computer applications such as Student Information Systems (SIS-Banner) and Degree Works audit preferred.
- Knowledge of rules and regulations of the NCAA Division II athletic programs FERPA MDHE Transfer Articulation preferred.
- Must have a valid Drivers License and the ability to meet the Universitys insurance requirements for driving university vehicles.
Knowledge Skills and Abilities
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to maintain high levels of confidentiality to all records accessible in the Student Information System uphold FERPA regulations uphold high ethical standards and maintain appropriate confidentiality with work-related and personnel information and decisions.
- Ability to maintain high levels of accuracy be objective fair and consistent in applying rules regulations and exceptions.
- Ability to use Higher Education special computer applications.
- Ability to read analyze and interpret complex documents.
- Ability to effectively communicate with faculty and respond to sensitive inquiries or complaints.
- Ability to write using original or innovative techniques or style using proper grammar.
- Ability to train or present on complex topics to students faculty staff and public groups.
- Ability to apply mathematical or programming concepts in various situations.
- Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with a variety of abstract and concrete variables.
- Ability to be respectful and interact positively with individuals of diverse backgrounds and experiences.
- Ability to effectively manage and endure high-pressure and critical tasks and firm deadlines.
- Ability to use logic critical-thinking rationality objectivity and common sense to solve complex problems with minimal supervision.
Physical Demands/Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is regularly required to talk or hear (including the use of a telephone); conduct meetings for coursework and other activities both in-person and on-line; and conduct classes in a traditional classroom setting. The employee frequently is required to stand and walk. The employee is occasionally required to sit; use hands to finger handle or feel (including the use of a computer keyboard); reach with hands and arms; and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus.
The noise level in the work environment is usually moderate.
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if they can safely perform the essential function of this job with or without reasonable accommodation.
Required Experience:
Unclear Seniority
Employment Type
Full Time
