Lifelong Learning & Records Support Specialist

Position Title: Lifelong Learning & Records Support Specialist

Department: School of Lifelong Learning / Office of the Registrar

Reports To: Director, FastTrack Accelerated Degree & Prison Education Program; Assistant Registrar/Registrar

FLSA Status: To be determined by HR

Employment Type: Full-time

Education Requirement: Bachelor’s degree

Experience Requirement: 2–5 years in higher education

Position Summary

The Lifelong Learning & Records Support Specialist is responsible for providing comprehensive academic advising, administrative support, and records management for the School of Lifelong Learning (70%) and administrative/clerical support for the Office of the Registrar (30%). The position ensures efficient office operations, accurate record keeping, and high-quality service to students, faculty, and staff.

Essential Duties and Responsibilities

A. School of Lifelong Learning (70%)

Academic Advising & Student Success

• Provide proactive academic advising and degree planning for Lifelong Learning students.
• Monitor student progress and implement early interventions to support persistence.
• Maintain accurate advising documentation and communication records.

Administrative & Operational Management

• Manage daily office operations, including phones, inquiries, and shared inbox communication.
• Maintain confidential student and faculty files (electronic and physical).
• Process enrollment verifications, withdrawals, transfer evaluations, and academic petitions.
• Assist with internal reporting related to enrollment, persistence, and program outcomes.

Recruitment & Outreach

• Collaborate with Admissions, Financial Aid, and Registrar to streamline enrollment processes.
• Assist with development and distribution of marketing and recruitment materials.

B. Registrar’s Office Administrative Support (30%)

Clerical & Records Support

• Perform clerical duties including filing, data entry, copying, scanning, and document preparation.
• Process enrollment verification letters, reports, and other Registrar-requested documents.
• Maintain and organize student records in compliance with FERPA.

Office Coordination

• Sort and distribute mail; maintain office supply inventory.
• Coordinate meetings, prepare agendas, and assist with travel arrangements.
• Manage student assistants and scheduling to ensure adequate office coverage.
• Assist with vendor communications under supervision.
• Perform additional duties as assigned by the Assistant Registrar and/or Registrar.

Required Qualifications

• Bachelor’s degree from an accredited institution
• 2–5 years of experience in academic advising, student services, registrar operations, or related higher education roles
• Strong organizational skills and ability to manage multiple detailed tasks
• Excellent written and verbal communication skills
• Demonstrated professionalism, confidentiality, and customer service excellence
• Proficiency in Microsoft Office, Google Workspace, Zoom, DocuSign, and willingness to learn additional software
• Ability to type at least 40 wpm
• Experience with Student Information Systems preferred