Records Services Supervisor
Department
SCHOOL OF PUBLIC HEALTH - BLOO (BL-SPHB-IUBLA)
Department Information
The School of Public Health (SPH-BL) is the third largest school on the Bloomington campus, with over 4,000 undergraduate students and over 500 graduate students enrolled in a given academic year, 220 faculty, and 130 staff in 5 departments (Applied Health Science, Environmental and Occupational Health, Epidemiology and Biostatistics, Health and Wellness Design, and Kinesiology). Several research and service centers operate within and across these units.
SPH-B has a commitment to promote health among all people through integrated multidisciplinary approaches to scientific endeavors, creative activities, educational practices, and community engagement. As an accredited school of public health, SPH-B ensures that its curriculum is grounded in foundational public health knowledge and skills.
The SPH-B Degree Administration values a very holistic approach in serving our students, faculty, and staff. We foster an environment that stimulates a welcoming and strong sense of belonging and well-being for all students, faculty and staff. The Degree Administration Team has worked to incorporate more robust streamlined/centralized processes and procedures for housing student records, data analytics, and information pertinent to the success of our student's academic career. Allowing for the enhancement of the student overall experience and success.
Job Summary
Department Specific Responsibilities
- Serves as a resource to students, families, faculty, and IU staff regarding all SPH-B undergraduate and graduate academic programs, including majors, certificates, and minors.
- Provides guidance on academic requirements, policies, procedures, exceptions, transfers, certifications, probation, dismissal, and honors.
- Manages program /plan stacks for all SPH-B student populations and processes grade changes, final grades, incomplete grades, pass/fail requests, and transfer credit.
- Assists with late or retroactive registrations, term activations, service indicators, and readmissions; maintains temporary and permanent student files; and ensures student records are complete and accurate.
- Responsible for processing graduation applications and notifying students of SPH-B and IUB graduation ceremonies and related events.
- Identifies SPH-B honors eligibility and communicates with eligible students, appropriate stakeholders, and the honors program coordinator.
- Assists the Director of Degree Administration with probation and dismissal processing.
- Serves as backup to the Assistant Director of Graduate Records and the SPH-B Scheduling Coordinator, and supports various reporting efforts, including enrollment, accreditation, and other student data reports.
- Serves on SPH-B committees and must be available to meet via Teams/Zoom and in person as needed.
- Performs administrative work and a variety of complex tasks related to the oversight of student records and accounts and data entry operations.
General Responsibilities
- Hires, trains, schedules, and monitors work product of data entry staff; ensures accuracy and completeness of operations; ensures smooth flow of operations. Oversees processing of all employee and payroll forms.
- Serves as informational resource to staff; provides technical guidance; assists staff in resolving problems involved with operations; answers staff questions regarding policies and procedures.
- Responds to outside inquiries regarding operations; investigates and resolves problems, complaints, or discrepancies.
- Monitors inventory of office supplies and forms; orders as necessary.
- Compiles and analyzes data entered and prepares any needed reports. Analyzes operations and makes recommendations on improvements.
- Oversees the maintenance of any required files.
- Evaluates forms used in collecting data; recommends improvements.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
- High school diploma or equivalent (such as HSED or GED).
WORK EXPERIENCE
Required
- 4 years in customer service, higher education, or related field.
SKILLS
Required
- Proficient communication skills.
- Maintains a high degree of professionalism.
- Demonstrates time management and priority setting skills.
- Demonstrates a high commitment to quality.
- Possesses flexibility to work in a fast paced, dynamic environment.
- Highly thorough and dependable.
- Possesses a high degree of initiative.
- Ability to build strong customer relationships.
- Demonstrates ability to maintain confidential information.
- Effective interpersonal skills.
- Demonstrates analytical skills.
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