What are the responsibilities and job description for the Records and Data Specialist position at Holy Family University?

About Holy Family University

Holy Family University is a sponsored ministry of the Sisters of the Holy Family of Nazareth founded in 1954. The University is a private institution in the Catholic tradition with campus locations in Philadelphia and Newtown PA. The main campus is nestled in the heart of a historic residential neighborhood in Northeast Philadelphia that is vibrant and just minutes from the excitement of Center City. The Newtown campus is located in Bucks County surrounded by nature and a step away from parks, farmers’ markets and great dining.

One of the best parts of Holy Family University is our inclusive atmosphere—and that's not by chance. Our mission centers on creating an environment that is welcoming and encourages all members to get to know one another, learn from one another, and experience a range of perspectives and worldviews. Our diversity is what makes us a strong community.

University Benefits

Holy Family University takes pride in offering a range of meaningful and flexible benefits designed to promote the health and wellness of our employees and their dependents. Our comprehensive benefits and resources focus on physical, mental and financial wellness to include medical, prescription, dental and vision. We did not stop there; we also offer our employees the following fringe benefits and more.

Commuter Benefits : Transit and park benefits through pre-tax payroll deductions
Half-Day Fridays : Enjoy half day Fridays in the summer
403(b) Retirement : Discretionary match up to 5%; vested immediately
Time Off : 12 Paid Holidays, Vacation, Personal, Sick Days and a week off for Winter Break
Tuition Benefits : Employees or dependents pursuing a first Undergraduate Degree receive 100% tuition remission; employees pursuing a first Master’s or Doctoral degree, receive 100% tuition remission; eligible dependents pursuing a first Master’s or Doctoral degree, receive 50% tuition discount
Alpha House : 50% Discount for Nursery, Pre-K and Kindergarten

Position Summary

In support of the Registrar and the Assistant Registrars, this position is responsible for records maintenance and data integrity. This position requires : technical efficiency in data entry and Microsoft Office computer skills, a student-service attitude, the ability to handle multiple tasks and ability to work cooperatively and collaboratively with university administration, faculty, staff and students. Employees must understand the mission of Catholic Higher education and be committed to the core values, mission, goals, and objectives of Holy Family University. This is an in-person position.

Direct Reports

N / A

Essential Functions

Job duties that must be performed, with or without reasonable accommodation, and may include any of the following tasks, knowledge, skills and other characteristics. This position description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this position.

Respond to telephone calls and walk-in inquiries from students, the external community, faculty, staff and administrators on matters regarding university policies and procedures relating to records, registration, scheduling and other business conducted by the Registrar’s Office

Processing a variety of forms and requests submitted to the Registrar’s office, including but not limited to : Major / Minor declarations, Grade Changes, Leaves and Withdraw, Cancellation Memos, and Independent Study requests

Process the ad-hoc academic room requests using scheduling software (Ad Astra)

As a member of the Registrar’s Office team, assist the Registrar and Assistant Registrar’s through projects focused on data integrity and usability

Will coordinate the electronic student files from receipt from Admissions through the student’s career at the institution, following document management and retention policies

Other duties as assigned

Non-Essential Duties / Responsibilities

Any other duties as assigned.

General Expectations

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and harmoniously with students, faculty and staff, and the public. Employees are expected to follow and abide by all University policies, rules, regulations and guidelines.

Education & Experience Requirements

This position requires a high school diploma or equivalent, a bachelor’s degree is preferred

General office experience required with experience in Higher Education preferred

Knowledge, Skills and Abilities

Good interpersonal communication skills are needed as this position interacts with large numbers of the external and college communities

Strong organizational skills with attention to details are required to provide efficient and effective student and data centered services

Experience with a Windows environment with an emphasis in the Microsoft Office suite including Word is required. Experience with Excel is helpful

Good data entry skills with a high degree of accuracy are required. A team player attitude with a willingness to learn is required

Work Environment

Operates in an office environment, that may have frequent interruptions. The area is well-lit, temperature controlled and free from hazards. Noise level is generally quiet to moderate.

Physical Requirements

Communicates frequently, in person, over the phone, or via a computer. Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Other Important Information

This is an in-person position, located at the Northeast campus

Non-Discrimination Statement

Holy Family University seeks to foster an inclusive and healthy educational and work environment based on respect, the dignity of each person and the oneness of the human family. Holy Family is dedicated to ensuring an environment free of discrimination or harassment of any kind, and promotes equal opportunity and inclusion in its employment and education.

For more details on our commitment to nondiscrimination .

We invite qualified applicants to view our open positions and apply directly at our career center by submitting a cover letter and resume.

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