What are the responsibilities and job description for the Academic Records & Information Specialist LW7738 position at Stetson University?

Primary Purpose :

Provide accurate and confidential administration and management of all academic records of the College of Law. Serve as first point of contact for the Registrar's Office, responding to inquiries regarding registration, transcripts and verifications, bar certification forms, email and in-person communication. Directing individuals to other departments, as appropriate.

Essential Duties and Responsibilities :

Ability to evaluate situations and make decisions.
Ability to read and interpret general business publications, write clear and concise business correspondence, develop and maintain effective working relationships with faculty, staff, students, the public, and alumni.

Manage front desk with a focus on strong client relationships, serve as the initial point person for students, alumni, prospective students and families, employers, international students, and other visitors coming to the Registrar’s Office. Schedule and coordinate the appointments for the Registrar, assist with questions, answer the phone, and utilize problem-solving skills to meet the needs of clients and visitors.

Coordinate business operations with other College of Law departments including Facilities, Public Safety, Food Service, Business Office, Information Technology, International Programs, Financial Planning, Areas of Concentration, etc.

Knowledge of administrative and clerical procedures and systems such as MS Office suite, managing files and records, designing forms, and other office procedures and terminology.

Oversee departmental budget, along with the Registrar, by entering all expenditures / credits into MS Excel by budget category. Compare monthly budget printout from Banner with departmental Excel spreadsheets to ensure accuracy of budget totals. Prepare all invoices, credit card statements, check requests, and expense reports for processing. Code all requests with proper budget codes and obtain signatures in adherence with the Business Office policy(s). Maintain an electronic copy of all payment requests submitted for processing. Determine the need of office supplies. Consult Registrar for the replacement or purchasing of new office supplies and equipment, as needed.

Certify that electronic and hard copy student academic records are maintained accurately and with proper documentation. Ensure the integrity of files and filing system. Notify appropriate personnel of updates and changes regarding student’s record.

Assist with transcripts orders, state bar forms and Deans Certifications, diplomas, education and enrollment verification requests, and other requests as assigned.

Entry of data into student information system (i.e. Ellucian Banner).

Serve as an administrator / proctor for assessments, mid-terms and final exams.

Schedule appointments and manage calendars.

Maintain confidentiality of sensitive information.

Ability to work flexible work schedule during busy office periods, this may include working some Saturdays during final exams.

Other duties as assigned by the Registrar.

Required Skills

Excellent organizational, administrative, communication, and decision-making skills.

Must maintain confidentiality.

The Office of the Registrar is a full-service Registrar's Office servicing the needs of faculty, staff, students, alumni, and external agencies. The office strives to advance the state of the profession via continual improvement, providing excellent service experiences using current technologies and excellent service to our constituents. Works to build an environment that promotes and facilitates the success of Diversity and Inclusive Excellence.

Working Conditions : Work duties performed primarily in temperature-controlled office, with frequent customer interaction. Lifting occasionally up to 20 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Experience

AA / AS required. Bachelors' degree preferred. In lieu of degree, consideration for years of experience in an education environment, or satisfactory combination of education and / or experience. 3 years’ experience required.

Advanced skills in data management and manipulation.

Experience with Banner Document Management, Degree Works or third-party higher education service providers, preferred.

The ability to work both independently and in a team setting.

Thorough understanding of and experience with a student information system (Banner preferred).

Computer and Technology Skills : Knowledge and proficiency in the use of Microsoft Office Suite products, such as MS Word, Excel, Access, etc., ability to use the internet and email, willingness to learn new software programs as needed. Ellucian Banner, Banner Document Management (BDM), and Web Garage (CMS) experience preferred.

Excellent organizational, administrative, communication, and decision-making skills.

Must maintain confidentiality.

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Academic Records & Information Specialist LW7738

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