Registrar Services Specialist

Company:
Fairmont State University

Job Location:
Fairmont

Category:
Registrars

Type:
Full-Time

Type of Position: Staff - Full Time

Department: Registrar's Office

Appointment Length: July - June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: NA

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

Job Purpose:

Under the supervision of the University Registrar and in close collaboration with the Associate Registrar, the Registrar Services Specialist manages student academic records, registration, and scheduling, acting as a primary point of contact for inquiries. Key responsibilities include processing grade changes, repeat requests and major changes while ensuring FERPA compliance. Utilize systems like Degree Works, Ellucian Banner and Coursedog to maintain data accuracy in a fast-paced environment.

The role focuses on processing student records transactions, maintaining data accuracy in the Student Information System (SIS), and providing service to students, faculty, and staff regarding academic records.

Key Responsibilities:

Front-Line Service and Student Support:

• Providing student-focused assistance with inquiries pertaining to registration, transcript requests, and academic policy.
• Answering questions about registration procedures, transcripts, academic records, and deadlines.
• Directing students to appropriate offices (advising, financial aid, admissions).
• Explaining institutional policies related to registration or records.
• Assisting faculty with grade submission questions.
• Assisting with course registration errors, curriculum updates, and degree audit interpretation.

Student Records Processing:

• Processing student record updates, including but not limited to grade changes, academic standing updates and enrollment verification letters.
• Processing add/drop forms, withdrawals, repeat request forms and registration adjustments
• Assisting with updating student major, minor, or other declared program changes.

Data Entry and Record Maintenance

• Scanning and indexing student documents into the electronic records system.
• Maintaining digital and historical student files.
• Assisting with transfer credit articulations once approved by faculty or advisors.
• Updating holds, residency status, or other administrative indicators.
• Ensuring consistency between paper/electronic documentation and SIS records.

Compliance and Confidentiality

• Ensuring all actions comply with the Family Educational Rights and Privacy Act (FERPA).
• Verifying identity before releasing academic information.
• Following institutional procedures for records access and disclosure.

Administrative and Operational Support

• Sharing responsibility for administrative duties including student employee oversight.
• Preparing materials for registration periods.
• Assisting with graduation/commencement processes.
• Supporting data cleanup and system implementation processes.
• Running basic data reports for the Office of the Registrar.

Budget:

• Possessing and maintaining a purchase card for the Office of the Registrar.
• Maintaining the budget for the Office of the Registrar.

Minimum Required Education

Bachelor's degree (or equivalent)

Required Licenses and/or Certifications
NA

Minimum Required Qualifications

• Over one year and up to two years of experience; however, any equivalent combination of education and/or experience is acceptable which provides an applicant the listed knowledge, skills, and abilities and the capability to perform the essential functions of the job. Strong project management capabilities
• Advanced computer skills including database systems
• Critical thinking skills
• Ability to work in high pressure environment with overlapping deadlines on a daily basis
• Ability to work independently on various projects and set priorities
• Ability to work as an integral part of a team to accomplish various projects simultaneously
• Excellent time management skills
• Strong organizational skills
• Excellent written and oral communication skills
• Student Information Systems (preferably Banner and Degree Works) 3-4years
• Related Student Services Experience 3-4 years
• FSU admissions policies & procedures 3-4 years
• Higher Education 3-4 years

Supervision:
Student Employees

Preferred Qualifications
N/A

Requisition Number: 2026068SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 04/13/2026

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/10399

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