"Records Specialist"

Records Specialist

The Records Specialist supports the mission and functions of the Office of the University Registrar (UR) by working with students, faculty, staff, and others in an accessible and welcoming manner. The Specialist assists with public inquiries, data entry and processing, maintenance of paper and electronic records, correspondence, process creation, evaluation and improvement, among other duties.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Manages the electronic transcript process, troubleshoots technical issues, and takes action on incoming requests within one business day.
• Receives, processes, maintains, and files confidential records of transcript, enrollment-certification, loan deferment, and degree-verification requests in a timely manner.
• Processes major and minor declarations and changes; changes advisee assignments as requested by academic departments.
• Tracks faculty leave and reassigns students within the system of record, sending appropriate notifications as needed.
• Enters overload permissions in the student information system. Sends notifications of overload/underload approvals to students.
• Coordinates and distributes check-in materials and maintains current knowledge of web matriculation process to assist students.
• Updates student records to reflect AP, IB and department specific testing scores.
• Processes registration changes (adds/drops, pass/fails) in a timely manner.
• Purges, collates, and refiles deceased alumni records and transcripts.
• Responsible for answering the primary phone line, provides excellent customer service to visitors, receiving and distributing daily mail, preparing enrollment verifications, and checking, distributing, and responding to the registrar@wlu.edu e-mail box. Handles daily correspondence, photocopying, filing, or faxing as requested.
• Maintains the University Registrar website with an eye for modern functionality, using the Ingeniux content management system, to include building new pages and annual updates to current pages.
• Maintains all office supply levels and ordering. Manages subscriptions.
• Manages Petty Cash used for fee payments, etc.
• Assists the Registrar in the review and evaluation of all external transfer of credit, from both US and international institutions and programs, which includes first-year transfer, summer transfer, study abroad work, and transfer work from reinstated and transfer students.
• Manages student work-study program, which includes supervising, training, and time entry approval. Train them in filing, office procedures, and software integration in the office.
• Other responsibilities as assigned.

Work Schedule: 8:30 a.m. - 4:30 p.m. This position works 35 hours per week.

Minimum Qualifications:

• High-school diploma or higher, with at least two years of previous college administrative support preferred.
• Ability to handle multiple tasks simultaneously. Strong interpersonal skills and ability to work pleasantly and professionally with a wide variety of people.
• Experience with electronic communications, including multi-line phone and email. Experience with office machines desirable (e.g. personal computer, photocopier, fax machine).
• Familiarity with data entry and appropriate software packages preferred.
• Maintains familiarity with university data-entry standards and tests updates to office and university software routines, as requested.

Application Materials: Review of applications will begin immediately and continue until the position is filled. Please note that a resume and cover letter are required with your application. You will also be asked to provide the names and contact information for three professional references.

Position Type: Non-Exempt, Full Time, Benefit Eligible

Minimum Pay: $21.95 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all-inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.