Academic Records Coordinator

Palmer College of Chiropractic is looking for an Academic Records Coordinator!

The Academic Records Coordinator is responsible for processing all documents related to graduation and registration and is responsible for providing general administrative and program support for the department, ensuring the staff and department has adequate support to run smoothly and efficiently. This position will be responsible for ensuring compliance with financial and administrative requirements when providing information, recommendations, and/or direction as requested by the Senior Director, Registrar and/or other staff. Required skills include ability to perform assigned duties with frequent interruptions, effective communication skills, attention to detail, ability to multi-task, strong organizational skills, self-motivated and trustworthy with confidential data.

Essential Duties and Responsibilities:

• Prepare, review, distribute all graduation documents and correspondence.
• Degree audits all 9th and 10th trimester student transcripts to confirm degree requirements have been met.
• Coordinate with all graduation resources and outside vendors.
• Prepare and submit diploma, diploma cover and academic apparel orders.
• Perform graduation student clearance.
• Prepare diploma copies and transcripts for permanent record retention.
• Perform commencement setup and assist during convocation.
• Maintain historical graduation databases which include alumni lists and all convocation awards presented.
• Prepare and input academic calendar and academic term course information in the student information system. Process and distribute all registration correspondence.
• Process all submitted student registration documents. Monitor course enrollment limits.
• Process student documents to include course, lab and elective registrations, section change requests, verification requests, intent to graduate forms, transcript requests and all other form requests.
• Receive and assign all incoming classroom use requests. Maintain a complete classroom calendar for each term of all academic classes, clubs, and events. Communicate with security and facilities room use for outside daily campus hours.
• Coordinate and process accommodation requests for classroom use for National Board Exams scheduled on campus monthly.
• Coordinate with outside parties requesting use of campus facilities. Prepare and process necessary rental documentation.
• Produce and provide academic term final exam schedule.
• Assist with relative and alumni history searches; update alumni records indicating deceased status or name change.
• Responsible for and processes student address and demographic changes.
• Input new matriculated student dossier information in student information system.
• Maintain alumni matriculation database for all campuses update database records with new matriculants, graduates, withdrawn and returning students.
• Perform general administrative and support functions for the student administrative services office which includes providing exceptional customer service when greeting visitors and staff.
• Provide notary services to students, employees, and alumni.
• Assist the Associate Registrar and the Bookstore with graduation class gifts, tracking class member selection and payments.
• Perform all responsibilities in a manner that fully complies with Palmer’s Equal Employment Opportunity/Affirmative Action policy.
• Communicate and work with the departmental staff to ensure front desk and phone coverage is cared for and back-up is provided as/when needed.
• Maintain applicable policy and procedure manual.

Minimum Qualifications:

• Associates degree in Business Administration or related field required, bachelor’s degree preferred.
• Minimum of one year of clerical/office support experience.
• Experience using personal computers, various software programs including Microsoft Office Suite, and other general office equipment.
• Regular and reliable attendance is required to meet the essential functions of this job.

Desired Qualifications:

• Basic level of finance/accounting knowledge and/or experience preferred.
• Notary Public a plus.

Physical Requirements and Work Environment:

• Perform sedentary to light work in a ventilated, lighted, and temperature-controlled office setting. Occasional travel required.
• Frequent need to stand, stoop, walk, sit, lift light objects (up to 10 pounds), and perform other similar actions during the workday.