Fast Facts

WGU is seeking a Student Records Specialist to ensure the integrity of academic records and compliance with university policies while providing excellent support to students and staff.

Responsibilities: Primary responsibilities include maintaining student documentation, ensuring compliance with academic records policies, performing data reconciliation, and providing support to faculty and staff within the Records Department.

Skills: Candidates should have a broad knowledge of Microsoft Office, strong data reconciliation skills, effective problem-solving abilities, and excellent written communication skills.

Qualifications: Preferred qualifications include an associate's degree in a related field, along with at least 2 years of experience in a higher education records or student services role; a bachelor's degree is a plus.

Location: This position is based in Salt Lake City, Utah, USA, with no additional travel required.

Compensation: $18 - $27 / Hourly

If you’re passionate about building a better future for individuals, communities, and our country—and you’re committed to working hard to play your part in building that future—consider WGU as the next step in your career.

Driven by a mission to expand access to higher education through online, competency-based degree programs, WGU is also committed to being a great place to work for a diverse workforce of student-focused professionals. The university has pioneered a new way to learn in the 21st century, one that has received praise from academic, industry, government, and media leaders. Whatever your role, working for WGU gives you a part to play in helping students graduate, creating a better tomorrow for themselves and their families.

The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.

At WGU, it is not typical for an individual to be hired at or near the top of the range for their position, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:

Grade: Services 204Pay Range: $18.79 - $27.25

Job Description

The Student Records Specialist is responsible for conducting moderately diverse and complex research and data reconciliation on academic records for a specific Records specialization for a single workspace. This role is responsible for maintaining the integrity of academic records by ensuring compliance with university rules, regulations, and policies for the benefit of the student body. Additionally, this role will act as a trusted best practice advisor for faculty and staff within their associated specialization in the Records Department and collaborate with their immediate leader in determining methods and procedures outside standard assignments.

Primary Responsibilities 

• Receives and responsibly maintains student documentation. 
• Demonstrates all core competencies. 
• Applies university rules, regulations, and policies accurately and to the benefit of the student. 
• Updates and maintains academic records with a high degree of accuracy and confidentiality. 
• Understands and adheres to FERPA regulations. 
• Works under the direction of the immediate supervisor/manager on daily assigned tasks both independently and in a team environment. 
• Demonstrates strong cooperative skills with the ability to perform effectively in a team environment. 
• Prioritizes essential job functions while utilizing numerous systems. 
• Requires cross-functional coordination and/or collaboration with other university teams to complete tasks, research, and data reconciliation. 
• Performs moderately complex data reconciliation regularly. 
• Handles high-level escalations with professionalism, keeping leadership updated on team performance, issues, and outcomes to ensure continuous improvement. 
• Maintains accurate, timely documentation of procedures and student interactions, ensuring all relevant teams are informed of updates in policies and processes. 
• Continuously identifies and addresses barriers in processes, offering solution-focused recommendations that enhance both the student experience and operational efficiency. 
• Performs other job-related duties as assigned. 

This job description includes a general representation of job requirements rather than a comprehensive inventory of all required responsibilities or work activities. The contents of this document or related job requirements may change at any time with or without notice. 

Qualifications 

Knowledge, Skills, and Abilities 

• Broad knowledge working with Microsoft Office suite products and applications. 
• Demonstrates subject matter proficiency regarding Records matters of moderate complexity and diversity. 
• Thrives in a challenging and fast-paced environment. 
• Demonstrates advanced student information system data reconciliation skills. 
• Ability to meet deadlines and minimum work requirements both independently and as part of a team. 
• Routinely multitasks on varied job functions. 
• Applies learned knowledge and skills effectively for creative problem-solving. 
• Has strong, business professional, written communication skills. 
• Has experience working with student information systems and/or customer relationship management software. 
• Works on moderately diverse and complex matters for a single Records specialization where analysis of data requires evaluation of various factors. 
• Applies organization’s policies and procedures, and own knowledge. 
• Receives schedule and general direction from immediate supervisor/manager. 
• Self-managed within assigned tasks and goals. 
• Receives and executes detailed instructions on new projects/assignments. 
• Exercises independent judgment within assignments for a single Records specialization using standard practices, methods, policies, and procedures to determine appropriate action. 
• Collaborates with supervisor/manager in determining methods and procedures outside of standard assignments 

Education 

• Associate’s degree in related field. 

Experience 

• 2 or more years of experience within a Records, Registrar’s office, Student Services or other related higher education role responsible for reviewing, validating, researching, and updating student academic records. 

Experience in lieu of education 

Equivalent relevant experience performing the essential functions of this job may substitute for education degree requirements. Generally, equivalent relevant experience is defined as 1 year of experience for 1 year of education and is the discretion of the hiring manager. 

Preferred Qualifications 

• Bachelor’s degree in related field.  
• Experience working with student information systems and/or customer relationship management software. 

Position & Application Details

Full-Time Regular Positions (classified as regular and working 40 standard weekly hours): This is a full-time, regular position (classified for 40 standard weekly hours) that is eligible for bonuses; medical, dental, vision, telehealth and mental healthcare; health savings account and flexible spending account; basic and voluntary life insurance; disability coverage; accident, critical illness and hospital indemnity supplemental coverages; legal and identity theft coverage; retirement savings plan; wellbeing program; discounted WGU tuition; and flexible paid time off for rest and relaxation with no need for accrual, flexible paid sick time with no need for accrual, 11 paid holidays, and other paid leaves, including up to 12 weeks of parental leave.

How to Apply: If interested, an application will need to be submitted online. Internal WGU employees will need to apply through the internal job board in Workday.

Additional Information

Disclaimer: The job posting highlights the most critical responsibilities and requirements of the job. It’s not all-inclusive.

Accommodations: Applicants with disabilities who require assistance or accommodation during the application or interview process should contact our Talent Acquisition team at [email protected].

Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to any protected characteristic as required by law.