Senior Student Records Specialist

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Please see Special Instructions for more details.

Desired start date is March 17, 2025.

Posting Details

Position Information

Job Title Senior Student Records Specialist

Full Time / Part Time Full Time

FLSA Non-Exempt

General Job Description

This is an administrative support position responsible for maintaining the accuracy and integrity of student records and assisting with various process enhancement initiatives. Responsible for providing advanced support regarding official academic transcripts, course drops, Apostille services, and student records and registration functions while ensuring compliance with university, state, and federal rules and regulations. Works under general supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Registrar.

Essential Job Functions

Provides administrative support to the Registrar’s Office in assigned areas.

Assists in responding to questions concerning university and departmental policies and procedures.

Oversees and assists with the daily operations of the front office, answering phones and directing individuals to appropriate staff member

Reviews and processes official, unofficial, and hold for grades transcript requests.

Processes requests to drop courses.

Reviews, analyzes, and verifies past student transcriptions and related records, correcting data in the student information system as necessary.

Assists in the transition from paper processes to electronic automated processes.

Archives records in accordance with retention requirements.

Facilitates the official class attendance roster process for each term and part of term.

Provides support for the midterm and final grading processes, including grade entry and grade changes.

Scans electronic images into imaging database, performing verification and linking imaged documents to the student information system.

Assists in developing system reports and documenting and testing system changes.

Assists in regular data reviews. Verifies, validates, and corrects data as needed.

Liaises with external vendors and contacts to troubleshoot and resolve issues related to transcript production.

Compiles various special, quarterly, and monthly reports.

Understands and applies the Family Educational Rights and Privacy Act ( FERPA ) as it relates to students’ privacy rights with student records.

Non-Essential Job Functions

Assists with registration and add / drop of classes as needed.

Assists with posting documentation of student records.

Coordinates and assists with special projects as assigned.

Assists with commencement.

Participates in recruiting and retention activities as necessary.

May receive and / or supervise the receipt of payments from students and others for departmentally sponsored activities.

Serves as back up to other clerical and administrative staff when needed.

Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities

The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.

Knowledge of, or the ability to learn, university policies and procedures.

Knowledge of, or the ability to learn, federal, state, and local laws related to the area of responsibility.

Knowledge of records administration and maintenance techniques and procedures.

Skill in typing with minimal errors.

Skill in using computer applications such as spreadsheet, database, and word processing software.

Ability to accurately prepare and maintain records, files, and reports.

Ability to communicate effectively in both oral and written form.

Ability to maintain effective interpersonal relationships.

Ability to work successfully as a member of a team and independently with general supervision.

Ability to set priorities and complete assignments on time.

Ability to operate office machines, including adding machine, calculator, and personal computer.

Ability to work with and maintain confidential information.

Ability to learn office and university-specific software.

Physical Demands

Required Education

High school diploma or equivalent is required.

Required Experience and Training

Two years of related experience is required. General office experience is required. Experience working with confidential information is required.

Preferred Qualifications

College degree is preferred. Experience with database management and software is preferred.

Special Conditions for Eligibility

This is a security-sensitive position subject to criminal record check.

This is an IT-sensitive position subject to the Computer and Network Security policy.

Min Pay Rate

Mid Pay Rate

Salary Information Commensurate with Experience, Salary Grade - 17

Specific Job Requirements / Duties for this Posting

Is Background Check Required? Yes

Benefit and Retirement Eligibility

This position is eligible for participation in the Teacher Retirement System of Texas ( TRS ) retirement plan, subject to the position being at least 20 hours per week and at least 135 days in length.

EEO Statement

Stephen F. Austin State University, an Equal Employment Opportunity and Affirmative Action Employer and Educator, is committed to excellence. All qualified applicants will receive consideration for employment without regard to sex, race, creed, color, age, national origin, religion or physical or mental disability as required by law. If, because of an impairment or disability, you need accommodation during any part of the employment process, please contact Human Resources at 936-468-2304.

Posting Detail Information

Posting Number S2025-008

Candidates Eligible to Apply Open to all qualified applicants

Number of Positions Available 1

Posted Date 01 / 27 / 2025

Review Start Date

Close Date

Work Schedule 8 : 00 a.m. to 5 : 00 p.m. Monday through Friday - May be asked to work extended hours during peak times

Open Until Filled Yes

Special Instructions to Applicants

Desired start date is March 17, 2025.

Posting Quick Link

Contact Information

Contact Name Mickey Diez

Contact Phone (936)468-2120

Contact Email mickey.diez@sfasu.edu

Contact Information

Supplemental Questions

Required fields are indicated with an asterisk (

Which of the following best represents your education background?

Completed High School Diploma or GED

Completed some college

Completed Associates Degree

Completed Bachelor's Degree

Completed Master's Degree

Completed Doctoral Degree or ABD

If you completed a college degree, please indicate your major field of study.

Open Ended Question)

Which of the following best represents the number of years experience you possess relating to the job to which you are applying?

Less than two years

Two to three years

Four to five years

Six to seven years

Eight to nine years

Ten or more years

How many years of experience do you have working in an office environment?

More than 10

Do you have experience working with confidential information?

Do you have experience with database management and software?

Documents Needed To Apply

Required Documents

Resume

Cover Letter

List of References

Optional Documents