Recorder (Records Services Representative)

IU INDY LUDDY INFORMATICS (IN-INFO-IUINA)

The recorders update and maintain student records and university systems in order to accurately and efficiently track and monitor student records from admission through graduation. They ensure compliance with federal, state and institutional regulations regarding student records and data; work closely with department chairs, program directors and advisors to schedule classes. All course scheduling decisions are ultimately made by department chairs, and this position works closely with them.

Department-Specific Responsibilities

• Manages course scheduling for departments
• Coordinates closely with each department chair and program director, academic advisors and department assistants to receive the information to enter each departments course
• Schedules, changes and updates to course schedule in the campus registrar's system in a timely fashion, meeting deadlines determined by the campus registrar's office
• Reviews and solves scheduling issues (including joint sections across departments, with other campuses and IU online; seats, caps, cancellations) in close coordination with all stakeholders
• Updates and maintains accurate student records for both undergraduate and graduate students
• Communicates with Registrar, Division of Undergraduate Education, Admissions/Enrollment Management, academic advisors, Department Chairs, Program Directors, and students to obtain information. Certifies DUE/UCOL students
• Updates program plan stack, processes intent to graduate requests, places potential graduates in review and forwards lists to advisors each term, discontinues students and award degrees
• Trains other staff on use of SIS and IUIE as needed
• Generates internal and external reports utilizing SIS, IUIE, Institutional Effectiveness, and/or other systems as needed
• Generates ad-hoc reports for Executive Associate Dean, Fiscal Officer, Associate Dean(s), Assistant Dean, and Department Chairs, and other staff as needed
• Generates reports for online student evaluation forms, student surveys and to update student listservs
• Generates and distributes low enrollment, active student, and awarded degree reports and distributes to stakeholders each semester
• Updates in coordination with the Registrar and maintains advising reports for all School programs, including both undergraduate and graduate programs
• Programs exceptions as requested by advisors
• Submits course adds, grade replacements, course repeats, overloads, etc. to Registrar's Office
• Assigns advisors to students and updates advisor assignments
• Submits IU Indianapolis Bulletin updates, curriculum changes/updates and updates to school websites as needed; interprets and explains University and School policies and procedures
• Provides guidance to students, faculty and staff on issue resolution
• Responds to student, faculty and staff inquiries regarding completion terms, probation holds and grades deadlines; issues probation, dismissal and good standing notifications
• Notifies students they are nearing graduation and confirms courses still to be completed
• Completes graduation audits in collaboration with advisors
• Attends and represents school's recorder functions at various meetings as needed
• Troubleshoots situations as needed
• Performs end reviews and finalizes graduation list in adherence with campus deadlines
• Certifies and awards degrees
• Proofs diplomas
• Coordinates the organization and execution of commencement activities by attending IU Indianapolis commencement meetings, leading School commencement meetings, preparing programs, and contacting students regarding commencement activities
• Interprets and explains University and School policies and procedures
• Serves as the point person for executing faculty-initiated curriculum changes including iGPS updates
• Performs advising audits updates, and provides CARMIN course forms, articulation agreements, and performs website update requests for all School and collaborative programs
• Generates reports for internal and external use, awards degrees, and coordinates commencement activities
  
  

General Responsibilities

• Interprets and explains a wide range of university and governmental policies and procedures involving official records and/or student loans to students, faculty, parents, and the general public
• Processes and maintains official records
• Answers specific questions regarding records
• Ensures that records are accurate and complete, and investigates and resolves any questions or discrepancies
• Processes, approves, and issues short term loans and official documents including transcripts, student loan deferments, and insurance forms after determining student eligibility
• Responds to requests for information
• Determines appropriateness of releasing information under well-established university and federal policies, transmits information
• Distributes and collects forms from walk-in clients
• Sets up staff appointments
• Monitors any changes to student files
• Updates as new information is received
• Develops and maintains files and databases
• Responds to student inquiries regarding status of account
• Provides technical direction to part-time student staff
• Certifies completion of degree requirements
  
  

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)
  
  

Required

WORK EXPERIENCE

• 2 years of experience in customer service, higher education, or related field
  
  

Preferred

• Experience in an academic environment or recorder, student services, enrollment services
  
  

Skills

Required

• Proficient written and verbal communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Demonstrates ability to maintain confidential information
• Friendly and service-oriented
  
  

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Indianapolis, Indiana

This position is eligible to work a hybrid schedule (mix between 1 day remote and 4 days in-person work), subject to change in the future based on university policy and business needs.

$32,760 to $42,598 per year based on experience

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)
  
  

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

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This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

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