Job Description
Department:
Registrar's Office - Staff
Pay Rate Type:
Salary
Employee Type:
Job Summary:
The Academic Records and Curriculum Coordinator supports the
administration and integrity of Colby College’s academic records,
curriculum, registration, and related student information systems.
Reporting to the Registrar, this position coordinates curriculum
and academic records processes, performs data validation and
quality assurance, supports system maintenance and testing, and
assists students, faculty, and staff with Registrar-related
processes and inquiries.
The Coordinator works closely with members of the Registrar’s
Office and campus partners to maintain accurate academic
information, support effective business processes, and ensure the
appropriate application of College policies and procedures. The
position requires a high degree of accuracy, discretion, analytical
thinking, and the ability to work across multiple systems and
priorities. As a member of a cross-trained Registrar team, the
Coordinator also provides support for broader office functions
during peak periods and as operational needs evolve.
The hiring range for this position is $44,000 - $56,400
Essential Functions
To be successful in this position, an individual should be able to
perform the essential duties and bring the education, experience,
knowledge, skills, and abilities that support the role. This list
of duties is intended to be representative rather than exhaustive,
and additional responsibilities may be assigned as needed.
Academic Records and Data Integrity
- Maintain and update student academic records, demographic
information, registrations, and other academic data in accordance
with established College policies and procedures.
Coordinate routine data validation and quality assurance
activities to ensure the accuracy, consistency, and integrity of
academic records.
Identify data discrepancies, research underlying issues, and
coordinate appropriate corrections.
Maintain confidential student information and records in
accordance with FERPA, College policies, and established records
management practices.
Support reporting and data requests related to student records,
enrollment, registration, and other Registrar functions.
Curriculum and Registration Administration
- Coordinate curriculum setup and maintenance, including courses,
sections, degree requirements, academic requirements, and related
curricular information.
- Support term-specific registration and curriculum processes,
including course maintenance, classroom scheduling, registration
setup, and academic calendar deadlines.
- Process student registrations, applications, academic record
changes, and related requests in accordance with established
policies and procedures.
- Track key academic deadlines and proactively coordinate
activities necessary to support registration and curriculum
cycles.
- Assist students, faculty, and staff with questions regarding
registration, curriculum, academic records, and Registrar
processes.
Systems Support and Process Improvement
- Support the testing, maintenance, and ongoing use of Workday
Student and other systems used by the Office of the
Registrar.
- Troubleshoot routine system and business process issues and
collaborate with the Registrar and appropriate campus partners to
resolve more complex concerns.
- Assist with system testing associated with updates, new
functionality, business process changes, and term-specific
configuration.
- Identify opportunities to improve the accuracy, efficiency, and
effectiveness of Registrar processes and recommend solutions to the
Registrar.
- Assist with implementing and documenting approved business
process improvements.
- Utilize reporting and system tools to support data analysis,
validation, and operational decision making.
Compliance, Documentation, and Office Operations
- Apply College academic policies and established Registrar
procedures consistently when processing records and responding to
inquiries.
- Maintain current knowledge of FERPA and other applicable
regulations and professional standards related to student academic
records.
- Develop and maintain process documentation, reference
materials, and procedures for assigned functional
responsibilities.
- Support maintenance of accurate and timely Registrar
information on the College’s website.
- Provide general operational support and cross functional
coverage within the Office of the Registrar during peak periods and
staff absences.
Campus Service and Collaboration
- Serve as a knowledgeable resource for students, faculty, staff,
and campus partners regarding assigned Registrar functions.
- Communicate standard processes and general system requirements
clearly to both technical and non-technical audiences.
- Collaborate with campus partners to resolve records,
curriculum, and registration related issues.
- Provide responsive, accurate, and student centered service
while maintaining appropriate confidentiality and professional
judgment.
Position Qualifications Minimum Education and
Experience
- Bachelor’s degree or an equivalent combination of education and
relevant professional experience.
- One to three years of experience in higher education
administration, academic records, student services, data
management, or a related administrative environment.
- Experience working with information systems, databases, or
other technology supported administrative processes.
- Demonstrated experience working with detailed information
requiring a high degree of accuracy and confidentiality.
Preferred Qualifications
- Experience working in a college or university Registrar’s
Office or other student facing administrative office.
- Experience with Workday Student or another student information
system.
- Experience with curriculum management, degree audit,
registration, or academic records processes.
- Familiarity with Coursedog, WordPress, or similar
platforms.
- Experience with business process documentation, system testing,
or process improvement.
Knowledge, Skills and Abilities
- Strong analytical, problem solving, and organizational
skills.
- Exceptional attention to detail and commitment to data
accuracy.
- Ability to understand and consistently apply policies,
procedures, and business rules.
- Strong written and verbal communication skills, including the
ability to explain processes to technical and non-technical
audiences.
- Ability to manage multiple priorities and deadlines in an
environment with cyclical periods of high activity.
- Ability to exercise discretion and sound judgment when handling
confidential student information.
- Ability to work independently while contributing effectively to
a collaborative team.
- Proficiency with Microsoft Office and Google Workspace and
demonstrated ability to learn new technology and information
systems.
- Commitment to responsive service and effective collaboration
with students, faculty, staff, and campus partners.
Physical/Mental Demands
The physical demands and work environment characteristics described
herein are representative of those that must be met by an employee
to successfully perform essential functions of this position and/or
may be encountered while performing essential functions. Reasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions.
- To perform this role effectively, an employee is expected to
handle employee information, documents, and sensitive matters with
care, professionalism, and respect for privacy.
- This position involves working with a variety of timelines,
including some that require quick turnaround and responsiveness to
urgent needs.
- In this role, the employee will interact with members of the
public and others in a variety of situations and conversations.
Presenting oneself in a professional, respectful, and thoughtful
manner at all times is an important part of the role.
- This position includes regular movement throughout office
spaces, hallways, meeting rooms, and other campus locations.
- Daily work will involve extended use of a computer, including
keyboard and mouse
- Physical requirements differ by position. In general, most
roles involve lifting up to 10 pounds regularly, with some
positions requiring occasional lifting of up to 35 pounds.
- Vision requirements for this position include the ability to
see clearly at close and far distances and to adjust focus as
needed.
- The work environment is dynamic and engaging, often involving
multiple tasks and projects that require shifting focus and strong
organizational skills..
- The noise level is generally moderate; however, there may be
occasional moments of louder sounds depending on campus
activity.
Colby College supports the Americans with Disabilities Act and is
committed to providing reasonable accommodations to enable
individuals with disabilities to perform the essential functions of
the position.
To Apply:
Interested candidates should apply electronically by clicking the
“Apply Now” button on the Colby College website. Please upload a
cover letter and resume to your application.
