Records Specialist, Records

Job Summary

The Student Records Specialist provides customer service to internal and external clients through multiple means of communication, including face-to-face, via telephone, and through email. This position verifies student enrollment and degrees for different purposes. Complete incoming verification requests for on-campus and online students. Complete verifications via the National Student Clearinghouse for both on-campus students and online students. Handles student questions concerning verification, grade changes, transcripts, graduation, and other records-related topics. Monitors departmental email accounts. Process grade changes for on-campus and online students. Assist the Student Records Manager with file room tasks. Provides back-up coverage for transcripts.

Essential Job Functions

Customer Service Representative for Records & Registration:

• In-person assistance.
• Departmental queue telephone calls.
• Departmental emails.
• Field questions from students and staff in different areas of the department.
• Communicate with other campus departments regarding information for verifications and grade changes, when necessary.

Verifications:

• Provide verification services via phone, fax, email, postal mail, and in person to current and former students and third-party services.
• File maintenance relating to verifications (both paper files and document imaging).
• Verify student enrollment and degrees via the National Clearinghouse for both on-campus and online current and former students.
• Verify current student enrollment for recreational sports teams on campus.
• Write verification letters or complete forms for current and former students, including, but not limited to: Loan Deferments, Veterans, Housing, Insurance, Scholarships, Social Security Administration

Grade Changes and Awarding Credit:

• Process various grade-related forms for on-campus and/or online students, such as: Grade Changes, Grade Replacements, Credit by Exam, Awarding Institutional Credit
• File maintenance relating to grade changes and awarding credit (both paper files and document imaging).

Assist Student Records Manager:

• With file room tasks such as retrieving/returning files from/to the file room and file room research (student files, degree plans, archive degree book).
• With the Records departmental email account.
• With archived document imaging.
• Provide daily oversight, along with the verification/grade change specialist, of student workers.
• Will also provide training related to their assigned duties.

Provides back-up coverage for transcripts.

Process subpoenas and judicial requests for student education records, and support additional duties, including working occasional evenings and Saturdays for commencement and departmental events, assisting with tracking, inventory, and verification of supplies, cross-training in other areas to ensure adequate coverage, and completing specialist projects as assigned.