Records Coordinator, Registrar

Description

SUMMARY: In support of the university’s mission and enrollment objectives, the Records Coordinator assists students with course registration, processes transcript documents efficiently, coordinates Academic Awards Day, and handles diplomas meticulously.

Transcript and Diploma Processing

• Responsible for the processing of all transcripts through the National Student Clearinghouse. 
• Manages the upload function of transcripts to the CRM.
• Manages the process for outgoing PBA transcripts.
• Maintains student academic records and files; scans and indexes paper documents.
• Responsible for the outbound delivery of all transcripts via digital or mail.
• Accountable for the printing and mailing of diplomas.
• Maintains and manages all communications coming into the transcript email inbox and responds professionally and in a timely manner.

Customer Service and Registration Assistance

• Interacts daily with students, instructional staff, and university personnel, exchanging information and problem-solving.
• Provides personalized assistance to students throughout the course registration process, offering guidance on course selection, navigating the registration system, and resolving any registration-related issues or concerns. Offers support to students facing challenges with course availability, prerequisites, or scheduling conflicts.
• Accurately enters student registration information into the university's registration system, ensuring completeness and correctness of course selections, class times, and instructor assignments. Maintains detailed records of student registration activity and correspondence for future reference and reporting purposes.
• Ensures compliance with university policies, academic regulations, and relevant legal requirements throughout the registration process. Stays informed about updates or changes to registration policies and procedures and communicate these changes effectively to students and staff.
• Addresses registration-related inquiries, conflicts, and issues promptly and effectively, utilizing problem-solving skills and collaborating with relevant stakeholders to find solutions.

Academic Awards Day

• Communicates with the schools for awardees and detailed information for the event program.  
• Arranges the order for medallions, trophies, etc.
• Conceptualizes the theme, tone, and ambiance to reflect the academic achievements being honored while ensuring the event aligns with the institution's values and aesthetics.
• Coordinates with the venue staff to arrange seating, decor, lighting, and any necessary audiovisual equipment.
• Manages expenses to ensure that the event stays within budget constraints.
• Oversees all aspects of event execution, program timing, and troubleshooting any issues that arise on the day of the event. 

Support Registrar Functions

• Assists with Commencement and other Registrar’s Office events.
• Cross-trains with other staff in the Registrar’s Office.
• Provides back up support for Registrar team.
• Performs other duties as assigned.

Qualifications

• Two years post-high school education; baccalaureate preferred.
• Two years of relevant experience.
• Expected to perform duties and responsibilities independently. 
• Requires strong interpersonal skills with the ability to influence and align across a wide variety of people.
• Strong analytical and communication skills are an essential element of the position.
• Experience working in a university setting and/or experience working in a high-traffic office.
• Ability to coordinate workflow in such a way as to ensure the timely completion of multiple activities.
• Knowledge of office practices, techniques, and technology.
• Ability to answer inquiries independently and coordinate a variety of resources.
• Ability to convey information to others in a manner that is clearly understood.
• Ability to multi-task and the ability to work with frequent interruptions.
• Must be able to work non-routine hours occasionally to support department operations.