Academic Records System Coordinator

Job Details

Department:  Administrative Support
Job Type:  Staff
Status:  Non-Exempt
Deadline:  Until Filled

Reports to:

Registrar

Job Purpose:

The Academic Records System Coordinator manages the undergraduate academic records systems from initial enrollment to graduation, including processing files from undergraduate admissions. This position reviews and updates student academic record details in the Student Information System (Anthology Student) and Degree Progress Audit (Anthology Student and Portal), while utilizing Slate CRM, the CollegeSource Transfer Equivalency System, Curriculog, and other necessary resources. Working as needed with Information Technology, this position influences system entry requirements for departmental and inter-departmental enrollment processes to run smoothly throughout the student lifecycle and finds solutions when challenges emerge. An important part of the position is supporting the ministry and mission of the University and advancing the academic excellence and spiritual vitality of our University and students. Each employee plays an important role in the development of the Christian faith in our students.

Essential Functions:

• Primary coordinator of all undergraduate Degree Progress Audit record reviews and updates, including required individual updates for each student upon matriculation and after each area of study/major change, as well as batch updates for standardized classes and student groups.
• Configures new curriculum; updates and maintains existing program versions, areas of study, courses, and course lists within the Student Information System (SIS) in light of approved curricular changes.
• Serves as the Registrar’s Office liaison, tester, and troubleshooter for Information Technology needs relating to the Student Information System and Degree Progress Audit.
• Oversees graduation application process for undergraduate students, analyzes student records for graduation eligibility, and posts degree conferrals to the academic record.
• Enters updates to student records in the Student Information System (SIS) affecting enrollment and student status, such as advisor changes, major/minor changes, chapel workflow resolution, activity processing, prerequisite entry, substitution/waiver entry, pre-approved transfer credit, purchase credit, institutional credit, and placement exam results.
• Works closely with Associate Registrar to manage required and ongoing background maintenance of the SIS academic record module, also linked to other departmental system functionality, including but not limited to term dates, start dates, catalog year, documents, activities, transfer equivalencies, registration holds, student groups, class periods, course types, registration locks, test scores, workflows, status change discrepancies, and retaken course checks.
• Prepares training documentation for Registrar’s Office staff and other departments on important SIS procedures such as the Degree Progress Audit and registration configuration; serves as one of the departmental system trainers.
• Maintains documented and detailed instructions for Anthology Student SIS and Degree Progress Audit processes, system maintenance and updates, and regular position tasks.
• Supports faculty advisors and current students by answering questions pertaining to the Degree Progress Audit and curriculum/advising/scheduling.
• Works closely with undergraduate Admissions to receive and process incoming and returning student files. Plans, organizes, and prepares individualized student materials for office participation in freshman orientation events (Eagle Days).
• Assists with undergraduate transfer credit evaluation and entry in the SIS and updates/monitors accuracy in CollegeSource TES system.
• Assists the Registrar/Associate Registrar in monitoring/reviewing student performance and sends communications related to any violations of policies or regulations, including probations and suspensions.
• Supports undergraduate students with enrollment, registration, and course scheduling details. Identifies applicable institutional resources to help students reach their academic goals. Provides outstanding service to students and other internal and external constituents.
• Regular and punctual attendance at work.
• Must be available for evening and weekend registration, as requested, and for Baccalaureate and Commencement activities.
• Other support duties or special projects, as needed.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work:

This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m.

Travel:

No travel is expected for this position.

Qualifications:

• High school degree or equivalent required.
• Bachelor’s degree from an accredited college strongly preferred.
• Proficient computer skills, including MS Word, Excel, and Outlook. Ability and interest in learning new technology systems is a must.
• Proactive and solutions-oriented approach to work.
• Excellent interpersonal, written, and oral communication skills.
• Strong analytical and organizational skills; attention to detail.
• Proven customer service skills, with the ability to kindly explain and uphold policy.
• Ability to uphold FERPA and keep information confidential required.
• Independent judgment and administrative assistance experience necessary.
• A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and mission.

Other Duties:

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.