Academic Records Specialist

Job Description

Embry-Riddle: Celebrating 100 Years of Leadership in Aviation and Aerospace

As Embry-Riddle Aeronautical University marks its Centennial, we proudly celebrate 100 years of advancing the future of flight and aerospace education. With vibrant residential campuses in Daytona Beach, FL, and Prescott, AZ — and a Worldwide network spanning nearly 120 global locations — Embry-Riddle stands as the world’s largest aviation and aerospace university.

For a century, we have led innovation in STEM education, serving more than 30,000 students around the globe. Our cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space empower the next generation of leaders to shape the future of flight, exploration, and discovery.

As we launch our next century, we remain committed to excellence, innovation, and preparing graduates who will transform industries and redefine what is possible.

The Opportunity

The Office of the Registrar at Embry-Riddle Aeronautical University offers a collaborative and student-focused environment that values innovation, operational excellence, and a commitment to student success. As part of this dynamic team, you will play a key role in supporting the academic mission of one of the world’s leading universities in aviation and aerospace education.

This position provides an opportunity for a motivated professional to develop administrative expertise, strengthen student records management skills, and grow their career within a high-performing academic services environment. Team members are committed to delivering high-quality service to students, faculty, staff, and external stakeholders while supporting one another in a fast-paced and mission-driven setting.

Key Responsibilities

Student Records & Processing

• Process student record actions including registration, record updates, academic adjustments, and credit assignments
• Maintain and update student records within the Student Information System
• Research archived records and recreate missing information to produce official transcripts
• Apply transcript notations, academic standing updates, and other academic record entries
• Process National Student Clearinghouse updates as required

Transcript Services

• Review, process, and deliver electronic and paper transcript requests using Parchment system software
• Determine eligibility for transcript release in accordance with FERPA and university policy
• Maintain and track pending transcript requests and ensure timely follow-up
• Communicate ineligibility or account issues with students and campus partners

Customer Service & Communication

• Provide daily support to students, advisors, and stakeholders via phone and email regarding transcripts and records
• Deliver professional, accurate, and timely responses to inquiries
• Interface with federal, state, and local agencies requesting student educational records
• Validate requests and ensure compliance with FERPA and institutional policies
• Coordinate subpoena requests and required documentation with appropriate university offices

Administrative Support

• Provide administrative assistance to committees and departmental initiatives as needed
• Collaborate with campus partners to maintain accurate historical academic records
• Support continuous improvement of records processes and service delivery

Perks Await You at Embry-Riddle!

• Health Benefits: Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your health—because your journey to wellness should be rewarding! Buckle up for a healthier, happier you!
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period.
• Generous Time Off: Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day.

Compensation

The hourly rate for this position is up to $16.49. The final offer will consider the candidate’s skills, qualifications, and experience, along with applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications

Education:

• Associate’s degree preferred

Area of Concentration:

• Business Administration, Office Administration, Higher Education, or related field preferred

Experience:

• 1–3 years of clerical or customer service experience required
• Experience in administrative support, records management, student services, or related office environment preferred

Skills, Knowledge, and Abilities:

• Strong knowledge of State, Federal, and University policies, including FERPA compliance
• Proficiency in Microsoft Office Suite, Microsoft Teams, student information systems, and third-party software applications
• Strong organizational, analytical, research, and problem-solving skills
• Ability to manage multiple priorities in a fast-paced, detail-oriented environment
• Strong written and verbal communication and customer service skills
• Ability to contribute to a positive, collaborative, and team-oriented work environment
• Self-motivated with strong attention to detail and sound judgment in handling sensitive information

Licenses, Certifications, and Security Clearances:

• None required

Application process/requirements

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R31138. Please attach all relevant materials to your application when you apply online. Complete submissions include:

• Cover letter
• Full Resume
• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)