Student Records Specialist

JOB SUMMARY

The Student Records Specialist at Southeastern University supports the Office of the Registrar by evaluating transcripts, processing transient approvals, evaluating test credits, conducting preliminary degree audits, and managing course cataloging from external institutions. Additionally, the role involves maintaining articulation and consortium agreements and performing other assigned duties.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Registrar

Supervisory Responsibility: NA

Indirect Supervisory Responsibility: Student Workers

ESSENTIAL DUTIES - May include, but is not limited to the following:

• Evaluating course equivalencies, transcripts, and test credits: Determine how courses taken at a previous institution or test credit compare to courses offered at the current institution, assigning appropriate credit values using institutional software.
• Accreditation checks: Verify the accreditation status of transferring institutions to ensure course validity.
• Applying transfer policies: Interpret and apply university transfer credit policies to determine which credits will be accepted.
• Generating transfer credit reports: Prepare detailed reports outlining the accepted transfer credits, including course equivalencies and credit values.
• Maintaining databases: Update and manage transfer credit databases with current course equivalency information.
• Student communication: Respond to student inquiries regarding transfer credits, explaining evaluation decisions and addressing concerns.
• Faculty collaboration: Collaborate with faculty to ensure accurate course evaluations and appropriate credit assignment.
• Transient and study abroad approval/processing
• Preliminary degree auditing
• Course cataloging (external institutions)
• Articulation and consortium agreement maintenance
Other duties as assigned by the Registrar

ADDITIONAL/NON-ESSENTIAL DUTIES

N/A

All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position. Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

LOCATION

Main Campus Hybrid (some remote, some main campus, and/or some other physical location)

EDUCATION

Required Education:

Bachelor's degree

EXPERIENCE

Required:

Prior administrative skills and experience utilizing various computer programs, Microsoft Office and Google Suite software products.

Preferred:

Prior experience evaluating transcripts in higher education.

Experience working in Jenzabar Registration Module
Knowledge of Southeastern University degree programs and course offerings

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• Strong verbal, written, and interpersonal communication skills.
• Ability to interact effectively with students, faculty, staff, and community
  members.
• Outstanding organizational skills, including the ability to set priorities.
• Ability to work independently and complete assignments with minimal direction.
• Strong problem-solving and decision-making skills.

Preferred:

• Strong ability to learn understand workflows in various software systems
  
• Working knowledge of Google Suite

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment.

• This position is considered non-essential for the purposes of Emergency Response.
• This individual will work in an open workspace concept in a team environment.

Physical Requirements:

Ability to work in an office environment and operate standard office equipment.

Occasional lifting of supplies or materials.

Travel:

No

Schedule:

• M-F 8 am to 4:30pm, some weekends and holidays may be required.
• This position is subject to various blackout periods for vacations/personal time during high volume enrollment periods.

TRAINING

All new hires and employees transferring into a new position will have a 90-day probationary period within which to learn the functions of the job and to be evaluated. Following the probationary period, the employee can transition to regular status, have the probationary period extended in order to receive more training, or employment can be terminated. Required compliance training is as follows:

1. 90 days to learn details of job duties and responsibilities (probationary period)
2. One year to perform all job-related duties with minimum supervision

SAFETY

• SEU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment.
• Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management.
• Work-related injuries must be immediately reported to Security and Human Resources. When life or limb are at risk, please dial 911. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources within 24 hours of the incident.
Emergency Employees report for or must remain at work in emergency situations. Dismissal or closure announcements do not apply to this position, unless instructed otherwise by your direct supervisor or a member of the Leadership Team.

SCREENING

All full-time positions at SEU are deemed security-sensitive and require background checks. Employees required to drive their own personal vehicle, a rental car or an SEU vehicle in performance of their duties must pass an MVR records check and meet the requirements of the Universitys insurance carrier in order to meet the requirements of the position.

DISCLAIMER

SEU is an at-will employer. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employer retains the right to change or assign other duties to this position.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

SEU is committed to providing a workplace that is free from unlawful discrimination and harassment. All forms of discrimination against or harassment of a person because of his or her identification within a protected category are strictly prohibited and will not be tolerated. This prohibition applies equally to conduct by and against employees, vendors, visitors, and students.

Southeastern University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, sex (including pregnancy), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. The equal opportunity policy will apply in University programs and activities, and all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination and all other terms, conditions and privileges of employment. All employees of Southeastern University, by continued employment, agree to abide by the policies contained in the Employee Handbook and in the SEU Mission, Vision, Statement of Faith and Community Covenant.