Academic Records Office Coordinator

Department: Office of Academic Records

Job Status: Full-Time

FLSA Status: Non-exempt

Reports To: Registrar

Grade/Level:

Amount of Travel Required: None

Work Schedule: M-F 40 hours

Positions Supervised: None

POSITION SUMMARY

The Academic Records Office Coordinator provides essential support for the Office of Academic Records and Registration by ensuring the accurate maintenance of student academic records supporting registration processes and delivering timely high-quality service to students faculty and staff. This position plays a key role in maintaining the integrity confidentiality and efficiency of academic record operations.

ESSENTIAL FUNCTIONS

Student Records and Registration Processing

Process transcript requests enrollment verifications degree verifications and apostille requests

Record academic actions including grades incompletes audit status pass/no pass and standardized test scores (ETS AP IB CLEP placement exams and others)

Process student requests for adding or dropping majors and minors schedule adjustments and registration-related forms

Approve registration overload requests substitutions and course waivers as authorized

Assist with transfer credit evaluations and entry of equivalency data for incoming transcripts

Support entry and maintenance of student academic records within the student information system

Records Management and Systems Support

Build update and maintain online forms and electronic workflows

Assist in the management and digitization of current and historical student records

Document implement and support standardized office procedures and process improvements

Support data integrity and accuracy across academic records systems

Graduation and Academic Support

Assist in the preparation and verification of graduation candidate lists for Commencement

Coordinate diploma ordering and distribution with external vendors

Assist with class schedule entry and related registration processes

Customer Service and Front Desk Support

Serve as the initial point of contact for students faculty staff and external inquiries in person by phone and via email

Provide accurate and courteous responses to general questions regarding academic records and registration

Route complex inquiries to appropriate staff members in a timely manner

Train and support student workers in customer service and records processing procedures

Administrative Support

Assist the Registrar and Assistant Registrar with records management scheduling and transfer evaluation processes

Perform additional duties special projects and departmental support tasks as assigned

POSITION QUALIFICATIONS

Competency Statement(s)

Strong attention to detail and accuracy

Customer service orientation

Ability to maintain confidentiality and handle sensitive information

Organizational and time management skills

Ability to work independently with minimal supervision

Strong interpersonal and communication skills

Ability to multitask and manage competing priorities

Ethical judgment and professionalism

Education

High school diploma required; associate degree or higher preferred.

Experience

1 to 5 years of experience in administrative support office coordination student services or records management preferred. Experience in higher education or academic records systems strongly preferred.

PHYSICAL DEMANDS

Physical Abilities

Stand F

Walk F

Sit C

Handling / Fingering C

Reach Outward F

Reach Above Shoulder O

Climb N

Crawl N

Squat or Kneel O

Bend O

Push / Pull

12 lbs or less N

13-25 lbs N

26-40 lbs N

41-100 lbs N

Lift /Carry

10 lbs or less O

11-20 lbs O

21-50 lbs N

51-100 lbs N

Over 100 lbs N

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs/day)

EOE