Academic Records Specialist

We are searching for an experienced Academic Records Specialist at our Goldsmith Campus - Westchester campus.

Primary Duties and Responsibilities:

The Academic Records Specialist is an operations focused position in the Office of Registration. This position plays a vital role in key processes related to student records, registration, and the compliance of academic policies. This position is responsible for ensuring the integrity, accuracy, and security of student academic information with the institution's student information systems, and also applies academic regulations to a variety of situations, and investigates and resolves reported errors in academic records. The Academic Records Specialist acts as a liaison between students, faculty, and administrative departments, ensuring smooth operations, timely processing of records, and the resolution of complex academic record issues. This role requires independent judgment, discretion, and a proactive approach to problem-solving while ensuring that all academic standards and regulations are upheld. . This position reports to the Associate Registrar.

CORE DUTIES and RESPONSIBILITIES:

• Monitors and maintains the accuracy and integrity of the centralized student information database and related student records. Updates and/or verifies student information as needed. Performs database research as required. Updates database to reflect curricular changes and accurate course description information. • Provides effective customer service, maintaining aa thorough understanding of all college academic policies as well as applicable regulations and rules and applies that knowledge to disseminate information, problem solve and complete processes. • Develops and updates online forms for the department through Formstack and Dynamic forms. • Reviews and processes a variety of academic forms and documents (i.e., change of major forms,, change of major and minor forms, grade appeals, requests for incomplete, and petition for graduation, etc.). • Oversees and approves the processing of transfer credits for matriculated students. Collaborates with academic departments on more complex transfer credit issues. Also, processes the transfer credits for incoming students. • Oversees, processes, and approves all Degree Works substitution requests and assists the Associate Registrar in the technical maintenance of Degree Works as well as the back end setup for the degree audits (scribe). • Coordinates and assembles student information documentation. Ensures completeness and accuracy of student files. Establishes and maintains files and records which contain confidential student information. Ensures reconciliation and quality control of records. • Monitors grade submissions, consecutive absences, last dates of attendance and attendance record deadlines, and grading irregularities within each academic department. Follows up with department chairs and/or faculty as needed. Identifies and corrects transcript anomalies. • Represents the department on the Commencement Committee and oversees the Commencement Eligibility List and collaborates with Academic Advising to verify student eligibility Produces, reviews and approves the final commencement list and verifies the accuracy of names, department, honors, etc. • Analyzes students’ final academic history and records degrees when degree requirements have been met. Coordinates diploma production and distribution. Officially notifies senior non-completers of outstanding degree requirements • • Serves as primary data submissions and the transcript process with the National Student Clearinghouse. Ensures accuracy of enrollment submissions and corrects any errors (enrollment and SSCR). Oversees official transcript processing and maintains the transcript information posted on the NSC website. Provides customer support for transcript-related questions or issue. • Works closely with the One Stop staff to handle more complex registration issues. • • Collaborates with the academic department staff and faculty in matters related to grading and grading policies, registered student information and data, course substitutions, registration, and student schedules, etc. • Implements the use of technology (i.e., digital scanning, electronic archiving) to improve operational processing, storage, and retrieval of student records. • Updates and improves technology-mediated operational processes by creating, maintaining, and updating digital forms and working with IT to create new Argos reports, etc. • Participates in special assignments, short-term projects, and/or special events as needed (i.e., graduation, new student registration, orientation.)

• Provides back up support to the Associate Registrar in scheduling, including building new courses and sections, assigning rooms and faculty, and working with academic department staff to make updates to the schedule. Also assists with new student registration, as well as other duties as assigned. • Serves as primary back up to PDSO, advising international students and maintaining records in SEVISProvides backup support and relief coverage as needed to all areas of the Registration Office

• Serves as primary backup for event requests.

• 
  Bachelor’s degree required or equivalent combination of education and experience.
• A minimum of three (3) years of administrative and/or academic support experience in a college or university registration office is preferred.
• An understanding of college curricula, degree requirements, and academic regulations.. Familiarity with policies, procedures, regulations affecting student enrollment, student privacy, and FERPA. Attention to details and data accuracy is a must.
• Ability to work in a fast paced environment. Must be able to manage multiple ongoing projects.
• Ability to solve problems and generate new ideas and methods to further the goals of the department.
• Computer proficiency in MS Word and Excel is required. Evidence of successful management of student records and enrollment systems preferred. Banner experience highly desired. Comfortable with

evolving technology.

• Demonstrated commitment to working with a diverse population of students, faculty, and staff and able to interact effectively with department chairs, faculty, staff, and students.

PREFERRED SKILLS and EXPERIENCE:

• Strong interpersonal, communication, and organizational skills. • Familiarity with other higher ed software. Argos, Modern Campus, Degree Works and Course Dog preferred.

Compensation Type: Hourly Wage

Salary Range: 25.85 - 30.84

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.