Academic Records Office Coordinator

Description

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

Requirements

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