Academic Records Specialist

Job Details

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

Job Purpose:

The Academic Records Specialist supports the daily administrative operations of the office and serves as the first point of contact for Registrar’s Office visitors, responding with hospitality to in-person, telephone, and email inquiries. The Academic Records Specialist fulfills official transcript orders (National Student Clearinghouse) and issues official excused absences (Reach360) on behalf of the Registrar and in alignment with University policy.

This position also reviews and updates student academic record details in the Student Information System (Anthology Student) and assists with student registration and graduation processes as needed.

The Academic Records Specialist coordinates planning, organization, ordering, and setup for Registrar’s Office participation in key University events such as Commencement, Baccalaureate, Graduation Checklist/Cap & Gown Pickup, and Eagle Days in collaboration with the University Registrar.

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:

• Provides excellent service to internal and external constituents by responding hospitably to inquiries, sharing accurate and appropriate information regarding academic policies and procedures, and triaging complex situations with Registrar’s Office staff when necessary; ensures timely, courteous, and FERPA-compliant communication.
• Reviews and processes transcript order requests through the National Student Clearinghouse; issues official transcripts to alumni and current students; troubleshoots order issues and transcript validation; updates student contact information as needed via the Student Portal and Student Information System (Anthology Student).
• Evaluates excused absence requests and other student request forms for alignment with University policy in consultation with the Registrar; issues official excused absence notifications using Reach 360.
• Supports the administrative needs of the Registrar’s Office by managing inventory, ordering supplies, assisting with expense reports, and tracking invoices.
• Works closely with University Registrar to plan, organize, and execute key Registrar’s Office events (Commencement, Baccalaureate, Graduation Checklist/Cap & Gown Pickup, Eagle Days), including supply ordering and preparation, submission of maintenance work orders, event setup, and other related logistical details.
• Receives and processes incoming and returning student files from Admissions; reviews for accuracy and completeness.
• Assists with seasonal Registrar’s Office functions as needed (registration, graduation checks, degree conferral, etc.).
• Maintains documented and detailed instructions for regular position tasks.
• 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.

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 preferred.
• Proficient computer skills, including MS Word, Excel, and Outlook.
• 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.