Academic Records Specialist

Pay Range

Overview

The Academic Records Specialist provides administrative and clerical support to the Registrar’s office while meeting time sensitive deadlines with accuracy, efficiency, and professionalism, and in turn provides excellent customer service to faculty, staff, and students. This position is responsible for all undergraduate student record related transactions such as (but not limited to) adding and dropping courses, processing readmission requests, posting transfer credit, assisting with the recording of graduation statuses, producing transcripts and enrollment verifications, and resolving incomplete grades. The Academic Records Specialist works independently, demonstrates a great attention to detail, and maintains a mutually supportive, teamwork environment.

Responsibilities

Under the supervision of the Registrar, the Academic Records Specialist will maintain accurate academic records for all undergraduate students, assuring compliance with University policy. Responsibilities related to records maintenanceinclude, but are not limited to:

• Serve as the Registrar Department expert in all Program/Plan Stack updates.• Create & maintain up to date training procedures and train new staff on various Program/Plan Stack updates including but not limited to, change of major, adding minors, adding concentrations, catalog year updates, AGD updates. • Primary point of contact for the Clarkson School for transition from Clarkson School to Clarkson at the end of first year. This includes monitoring, processing, and following up on all Clarkson School students to ensure they are properly coded and transitioned to continuing students or transfers to other Universities. • Incomplete grade resolution and grade changes for all students, undergraduate and graduate. • Oversee and resolve Illegal Course Repeats for all Undergraduate and Graduate Students. • Efficiently and accurately update program and curriculum information for undergraduate students, including processing changes of major, minor or concentration, processing exceptions to the regulations, grade changes, or other student record transactions.• Update records for all students who participate in the study abroad/exchange or co-op programs; enrolling students in courses, or posting transfer credit as necessary.• Process the admission of undergraduate non-degree students, including those participating in the High School Enrichment program, and Cross-Registration through the Associated Colleges of the St. Lawrence Valley. Post all transfer credit and test credit for all students, undergraduate and graduate, assuring consistency in evaluation, and compliance with University requirements, to include credit earned while studying abroad, through cross-registration, or courses taken off campus.

Coordinate the posting of transfer credit and the creation of class schedules for incoming transfer students. Act as the primary point of contact in the Registrar’s office for correspondence with transfer students, transfer admissions, and the student’s academic department.

Coordinate communications to separated and withdrawn students, and those requesting continuance or readmission to the University. Based on the recommendations of the Continuance and Readmission Committee, update student records as needed.

Assist with the maintenance of graduation records, including updating anticipated graduation terms, and individual student graduation statuses. Assist with processing and tracking graduation list drafts throughout the term. Periodically order replacement diplomas, and assist in the preparation of graduation rehearsal packets for undergraduate students.

Responsible for overseeing the following tasks to ensure they are being completed and processed in a timely manner. Contribute to the team effort by assisting with these tasks and duties as needed, and reporting any potential issues with timely processing to Registrar.

• Processing transcript requests.• Enrollment/degree verifications.• Processing add/drop forms for all undergraduate students, as needed.• Processing individual F-20 form requests. • Primary person responsible for monitoring the [email protected] email which includes assigning labels to adequately triage issues and requests that come into that email. • Monitor [email protected] email to ensure any Registrar/Student Records related requests are being processed or forwarded to the [email protected] in a timely manner. • Writing letters on behalf of students regarding their academic record, while upholding FERPA regulations.• Overseeing of the organization, storage, sharing, and archiving of academic records in all mediums.• Communicating directly with students, faculty, and staff to resolve questions or issues regarding student records.

Additional Duties as Needed: • As an essential part of the administrative team of SAS, analyze and work to improve excellence in the student services delivery process.• Participate in the development and implementation of departmental policies and procedures through active collaboration with the Registrar, other Student Achievement Services staff and the campus community. • Perform other related duties incidental to the work described herein.• Performance of the above duties require you to be at work.

Qualifications

Education: Minimal Qualifications: High School DiplomaPreferred Qualifications: Associate’s degree

Experience: Minimal Experience: Three to five years of experience in an administrative role with a focus on data entry, records maintenance, or customer/student service; strong computer skills.Preferred Experience: Experience in higher education (preferably in a Registrar’s office), and PeopleSoft Campus Solutions end-user experience.

Essential Skills

Attention to detail while multitasking • Ability to work well under stress in a fast-paced work environment, while meeting deadlines.• Demonstrated competency with computer skills including databases and Microsoft office• Excellent organizational, time management, communication, and interpersonal skills• Ability and willingness to work in a team setting. • Professional demeanor and approach appropriate for a customer service setting.

Physical Demands

The physical demands characteristics 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.

Health & Safety

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

Disclaimer Statement

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified.

EEO Statement

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from veterans and people with disabilities. 

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records