What are the responsibilities and job description for the Student Records Specialist position at Appalachian State University?
Posting Details
Work experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.
Position Summary Information
Classification Title
Administrative Support Specialist-Records
Working Title
Student Records Specialist
Location
Boone, NC
Job Category
6
Position Number
022091
Department
College of Fine and Applied Arts - 265000
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
Diplomas or degrees must be received from appropriately accredited institutions.
Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
The Student Records Specialist position works in the Dean’s Office of the College of Fine and Applied Arts and have specifically defined areas of responsibility and work with the Dean to promote recognition of the College and plan College functions. The Student Records Specialist works to enhance, develop, and implement supportive academic services to the undergraduates in the College. In addition, they provide educational services to all students enrolled in all General Education courses offered by the College of Fine and Applied Arts. They maintain contact with the broader university constituency through participation by the staff on university committees and by presenting at workshops and training. The office staff responds to inquiries and concerns from students, faculty, administrators, and parents. Maintaining current knowledge and providing helpful information are standards expected of all office staff.
Duties and Responsibilities include:
Duties and Responsibilities include:
- Communicating information clearly to students, faculty, parents, staff, and administrators about services, processes, and procedures using prescribed or established guidelines.
- Appling judgment in releasing confidential information or to whom to refer questions. Maintaining FERPA compliance and assists departments in doing so as well.
- Responsible for processing new major declarations and completing program changes, senior checks, and graduation audits for eligible CFAA students. Checks must be accurate and sent to all advisors and students promptly to ensure shortages are no surprises during the final semester at AppState.
- Communicating with other departments, such as the Registrar’s Office, regarding the status of student records and issues and/or the status of graduates (multiple times per year); updating Transfer Admissions and Engagement as needed regarding re-articulation issues; and updating academic departments with academic record updates (senior checks, substitutions, changes of major, etc.).
- Preparing and sending audits on demand to offices with higher-level needs, such as Financial Aid required course confirmation requests. Responding to emails/letters with specific issues regarding program requirements, such as program changes, substitutions, etc. Answering questions regarding audit results, such as GPA calculations, how substitutions affect earned hours, etc.
- Processesing new major declaration notifications to departments, changes of program, and pre-graduation audits (senior checks).
- Reviewing all senior students’ applications for graduation certification (three times per year).
- Reviewing data and information for completeness and accuracy per academic policies and procedures.
- Demonstrating knowledge of academic policies and procedures regarding students’ records—the ability to answer questions regarding student academic information. Ability to access and interpret appropriate resources to answer questions about policies and/or procedures.
Knowledge, Skills, & Abilities Required for this Position
- Knowledge of academic policies and procedures at AppState
- Thorough knowledge of all degree requirements, including majors, minors (inside and outside the College), and general education
- Ability to make judgments about and to incorporate changes/revisions to all the above policies, procedures, and requirements frequently
- Ability to do GPA calculations, including GPA projections based on current schedule
- Knowledge of and firm understanding of DegreeWorks logic, scribing, and reporting functions to make exceptions and adjust the individual curricula to provide students and faculty with correct information
- Excellent communication skills, both oral and written, as well as organizational and time management skills
- Ability to process large volumes of work in a short time frame to meet University deadlines
- Most of the time is allocated to tasks that involve several steps and require selecting the most appropriate action with procedural and operational guidelines
Preferred Qualifications
Experience working in an academic and/or student services environment
Type of Position
Permanent Full-Time
Staff/Non-Faculty
Staff/Non-Faculty
Appointment Type
1.0
Work Schedule/Hours
Monday through Friday, 8:00 am – 5:00 pm, with occasional after-hours work required.
Number of Hours Per Week
40
Number of Months Per Year
12
Mandatory Staff
No
Physical Demands of Position
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level
Journey
Salary Grade Equivalency
GN06
Salary Range
Anticipated Hiring Range
$37,485 - $38,127
Required Functional Competencies to Successfully Perform Job Duties.
Communication – Written:
- Responsible for processing new major declarations and completing program changes, senior checks, and graduation audits for eligible CFAA students. Checks must be accurate and sent to all advisors and students promptly to ensure shortages are no surprises during the final semester at AppState.
- Prepares and emails correspondence to students who have applied for graduation (three times per year) concerning their graduation status/deficiencies while working within a time frame of a few weeks. Students with shortages are also contacted after commencement.
- Communicate with other departments, such as the Registrar’s Office, regarding the status of student records and issues and/or the status of graduates (multiple times per year); update Transfer Admissions and Engagement as needed regarding re-articulation issues; and update academic departments with academic record updates (senior checks, substitutions, changes of major, etc.).
- Prepares and sends audits on demand to offices with higher-level needs, such as Financial Aid required course confirmation requests. Responds to emails/letters with specific issues regarding program requirements, such as program changes, substitutions, etc. Answers questions regarding audit results, such as questions regarding GPA calculations, how substitutions affect earned hours, etc.
- Answers questions from faculty advisors regarding program changes, academic policies, and procedures. Responds to numerous questions regarding General Education, catalog year, residency requirements, transfer coursework, etc. While some procedural information is basic, most are FERPA-protected information dealing strictly with an individual student, and strict confidentiality must be maintained.
Information/Records Administration:
- Processes new major declaration notifications to departments, changes of program, and pre-graduation audits (senior checks).
- Review all senior students’ applications for graduation certification (three times per year).
- Review data and information for completeness and accuracy per academic policies and procedures.
Knowledge-Program:
- Understanding when interpretations, applications, and allowable exceptions of written policies and procedures for academic issues may be approved.
- Through training with the supervisor and others in the College and across the University, this staff person is responsible for understanding the organizational structure, functions, services, and programs of each academic area in the College. Staff members stay informed of changes and participate in on-campus training, the Undergraduate Advising Committee notes, and internal training sessions to remain current and serve as a resource for students and faculty.
- Demonstrates knowledge of academic policies and procedures regarding students’ records—the ability to answer questions regarding student academic information. Ability to access and interpret appropriate resources to answer questions about policies and/or procedures.
Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
Posting Date
12/06/2024
Closing Date
12/29/2024
Competency Level Statement
If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level.
Special Instructions to Applicants
For a complete application, please submit all below-required documents electronically through Appalachian State University’s Job Board:
- Cover Letter
- Resume
- List of three professional references with contact information included
Search Chair Name
Jason Miller
Search Chair Email
millerdj1@appstate.edu
Applicant Pool Preference
External (Post on the Web)
Departmental Information
Quick Link
https://appstate.peopleadmin.com/postings/48964
Posting Number
201502783P
Salary : $37,485 - $38,127
