Academic Records Specialist

Job DescriptionJob Description

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This position is key to the maintenance of Simpson University’s academic records.  The Academic Records Specialist is responsible for the transfer credit evaluation process, maintains the Colleague Degree Audit system, audits graduation agreement files, verifies accuracy of transcripts, and performs miscellaneous and varied tasks that support the record keeping and daily activities of the Registrar’s office, as well as coordinating all the functions related to each graduation ceremony. 

Qualifications:

• Bachelor’s degree required
• Minimum one year experience working with students in an academic setting, preferably in a Registrar’s Office, Advising Center or related student support office.
• Minimum of three years’ supervisory/management experience in a related field.
• Knowledge of and experience handling official student records.
• Proficiency in institutional database applications (e.g. Colleague, WebAdvisor, etc.) and willingness and aptitude to learn other data management programs adopted by the University, as needed.
• Proficiency in Microsoft Office applications
• Ability to maintain confidentiality of information, data, and records
• Ability to effectively manage multiple priorities and deadlines.
• Knowledge of the Family Educational Rights and Privacy Act (FERPA)
• Ability to work effectively within a team and with other departments of the University.

General Expectations:

• Personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing faith and engaging in conversations about Christ
• Demonstrate Simpson University Values in the performance of all duties
• Maintain lifestyle in accordance with Simpson University Lifestyle Policy in Staff Handbook
• Maintain the confidentiality of information, data and records
• Properly exercise tact, diplomacy, discretion, and professional judgment
• Demonstrate strong customer service skills in the performance of job duties
• Demonstrate good organizational and communication skills in the performance of job duties
• Supervises employees in accordance with Simpson University policies and procedures
• Support the overflow needs of other departments within the respective university area
• Perform other duties in accordance with this position as deemed necessary by the immediate supervisor

 

Essential Functions:

• Evaluate and assign course equivalencies to external course(s) based on faculty approved rationale statements; obtain faculty feedback and recommendations as needed.
• Manage the transfer evaluation process and posting of test scores (CLEP, AP, IB, etc.).
• Implement and oversee the PLA evaluation for the Adult Studies program.
• Collect, maintain, and evaluate the accuracy of all current and past student academic records including, but not limited to, transferring records from previous student information systems (CMS) into Colleague.
• Maintain articulation agreements with other institutions; assist with creation of agreements as needed.
• Assist with creation of credit worksheets and 4-year plans.
• Evaluate student records at the end of each term to determine academic status and dean’s list designation; communicate the students placed on academic status with the appropriate staff and faculty. 
• Implement the degree awarding process at the end of each semester; post degrees, oversee diploma printing and distribute diplomas.
• Process requests for diploma reprints and notarizations. 

• Audit graduation agreement files and communicate outstanding requirements, advise graduating students in collaboration with their faculty advisor or program staff.
• Process transcript requests that require special attention; submit conversion issues to IT department for correction.
• Maintain and manage the electronic degree audit system in the student information system, updating programs annually and entering program substitutions. 
• Oversee planning of the graduation ceremonies.  Organize, plan, and execute processes relating to student participation in graduation and commencement.
• Maintain inventory of commencement supplies and diplomas.
• Assist with Catalog Review
• Serve as a Designated School Official (DSO) for Department of Immigration
• Advise International Student on Federal regulations and Requirements regarding VISA status
• Assist Administrative Support Staff, Assistant Registrar and Academic Advisor as needed.

Related Responsibilities:

Department Liaisons

• Liaison to Enrollment Services working closely with admission counselors to review student records, special programs, and registration.
• Liaison to Student Financial Services in issues relating to transfer student evaluation.
• Liaison to Student Development, assisting with New Student , Academic Student Center, and other areas.

University Committee and Policies

• Serve as a member of institutional committees as assigned
• Interpret, develop, and implement policies. Administer undergraduate activities.
• Work with leadership on program development and administration. (Participate in the maintenance and implementation of the Simpson University Strategic Plan)
• Manage quality assessment.

Other

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Physical Requirements:

Job Title:

Academic Records Specialist

Typical Working Conditions:
(Describe environment including exposure to heat, cold, fumes, chemicals, allergens, mold, etc.)

 

 

Indoors in controlled environment

Equipment Used:
(List all manual and automated equipment used in the course of performing essential functions.)

 

 

 

Computer, scanner, copier, mouse, keyboard, stapler, 3-hole punch, letter opener

Essential Physical Tasks:
(List all physical tasks encountered in performing essential functions - i.e. sitting for long periods of time using a computer, standing, climbing ladders, etc.)

 

Sitting for long periods of time using a computer

 

 

 

Analysis of Physical Demands to Perform Essential Functions:

 

Key (Based on typical week):

N=Never
R=Rarely (Less than 1 hour per week)
O=Occasional (1%-33% of time)

F=Frequent (34%-66% of time)
C=Constant (over 66% of time)

 

Activity

Frequency

Activity

Frequency

 

N

R

O

F

C

 

N

R

O

F

C

Lifting/Carrying

 

 

 

 

 

Twisting/Turning

 

 

 

 

 

Under 10 lbs

 

 

X

 

 

Reach over shoulder

 

 

X

 

 

11-20 lbs

 

 

X

 

 

Reach over head

 

 

X

 

 

21-50 lbs

 

X

 

 

 

Reach outward

 

 

 

X

 

51-100 lbs

 

X

 

 

 

Climb

 

X

 

 

 

Over 100 lbs

X

 

 

 

 

Crawl

 

X

 

 

 

 

 

 

 

 

 

Kneel

 

X

 

 

 

Pushing/Pulling

 

 

 

 

 

Squat

 

X

 

 

 

Under 10 lbs

 

 

X

 

 

Sit

 

 

 

X

 

11-20 lbs

 

 

X

 

 

Walk-Normal Surfaces

 

 

 

 

X

21-50 lbs

 

X

 

 

 

Walk-Uneven Surfaces

 

 

X

 

 

51-100 lbs

 

X

 

 

 

Walk-Slippery Surfaces

 

 

X

 

 

Over 100 lbs

X

 

 

 

 

Stand

 

 

 

X

 

 

 

 

 

 

 

Bend

 

 

X

 

 

Driving

 

 

 

 

 

 

 

 

 

 

 

Automatic Trans

 

X

 

 

 

 

 

 

 

 

 

Standard Trans

 

X

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Other

 

 

 

 

 

 

 

 

 

 

 

Keyboard/Ten Key

 

 

 

 

X

 

 

 

 

 

 

Fingering (fine dexterity)

 

 

 

X

 

 

 

 

 

 

 

Handling (grasping, holding)

 

 

 

X

 

 

 

 

 

 

 

Repetitive Motion – Hands                                 

 

 

 

 

X

 

 

 

 

 

 

Repetitive Motion - Feet

 

 

X

 

 

 

 

 

 

 

 

 

Salary Range: $20.00-$25.00 hourly