Records Services Supervisor

Department Information

The Indiana University (IU) School of Dentistry has been advancing oral health in the state and beyond since 1879, when it was founded as the Indiana Dental College. Over the past 140 years, we've become a national leader in preparing oral health professionals, conducting innovative research that has an impact on patients and the profession, and providing patient-centered care.

The mission of the Office of Education and Academic Affairs is to promote excellence in teaching and learning. Through collaboration with students, faculty, and staff, the office supports the delivery and evaluation of innovative academic and clinical programs.

Job Summary

Department-Specific Responsibilities

• Coordinates academic calendars, term dates, and scheduling data.
• Serves as departmental liaison with the IU Indianapolis registrar's office.
• Administers student registration, course rosters, and graduation clearance processes.
• Reviews, submits, and approves grade reporting and e-grade change requests.
• Produces and maintains the dean's list, GPA calculations, class rank, and scholarship eligibility data.
• Processes course amendments and new course submissions through the CARMIN system.
• Monitors and manages enrollment holds, fee remits, and related reporting.
• Monitors academic levels in Student Information System (SIS) and manually updates records for the International Dentist Program (IDP) and irregularly enrolled students, student record management, and scheduling for dental hygienist and dental assistant students.
• Prepares education verifications and official academic letters upon request.
• Prepares and manages internal degree plans for predoctoral and international dental students.
• Collaborates with team members in academic affairs, student services, and admissions as needed to fulfill the mission of the office.

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 a related field.

SKILLS

Required

• Proficient written and verbal 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.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

IU School of Dentistry
Indianapolis, Indiana
This is an in-person position.

Advertised Salary

$19.50 - 21.50 per hour based on experience and internal equity.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Mastery
FLSA: Nonexempt
Job Function: Student Services
Job Family: Student Services Generalist