Registration and Records Specialist

Position Summary: Under general supervision the registration and records specialist supports the academic mission of Rice Business by managing student registration processes, maintaining the integrity and accuracy of academic records, and providing exceptional service to students, faculty, and staff. As a member of the Academic Programs & Student Experience Office, this position serves as a key resource for enrollment and records administration across graduate business programs.

The Registration and Records Specialist coordinates course registration activities, processes academic record transactions, monitors degree progress and enrollment compliance, and assists with graduation and academic policy implementation. The position ensures adherence to university policies, accreditation standards, and FERPA regulations while maintaining accurate student data within university information systems.

Working collaboratively with program administrators, academic advisors, faculty, and university partners, the Registration and Records Specialist helps deliver a seamless student experience by providing timely guidance on registration procedures, academic requirements, enrollment verification, transcript and records requests, and related student services. The role requires strong attention to detail, excellent organizational skills, discretion in handling confidential information, and a commitment to student-centered service and operational excellence.

Ideal Candidate Statement: The ideal candidate is a detail-oriented and student-focused professional who is passionate about supporting academic success through accurate records management, efficient enrollment operations, and exceptional customer service. They possess strong organizational and analytical skills, demonstrate sound judgment when handling confidential information, and are committed to maintaining data integrity and compliance with university policies and FERPA regulations.

This individual thrives in a collaborative, fast-paced academic environment and can effectively manage multiple priorities while delivering high-quality service to students, faculty, and staff. They are proactive problem-solvers who communicate clearly, build positive relationships across stakeholder groups, and approach challenges with professionalism, adaptability, and a continuous improvement mindset.

Successful candidates will have experience working with student information systems, registration processes, and academic records administration, along with the ability to interpret and apply institutional policies and procedures. They demonstrate a commitment to inclusion, student engagement, and operational excellence, contributing to a positive and supportive experience for the Rice Business community.

Workplace Requirements: Rice Business primarily delivers residential classes and activities taking place almost daily between 7 am and 10 pm. We value a highly collaborative and community-based culture, with expectations to provide in-person support and services to all members of our community. Remote work options are limited. Most employment activities are required to be performed in-person and on-campus. This in-person approach is central to the successful achievement of our research and academic missions.

This role requires on-campus presence five days per week and will require some evenings and weekends. After the probation period has concluded, 1 day of remote work/week may be offered depending on the timing in the academic year.

*Per Rice policy 440, work arrangements may be subject to change.*

Hiring Range: Minimum annual salary $58,000

Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor's Degree
• One or more (1+) years of professional experience
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted

Skills:

• Demonstrated experience in an office or administrative environment, preferably experience in records (and data) management, accounting, or another closely related field.
• Experience with PC computers, including intermediate level proficiency with the Microsoft Office suite of software applications.
• Basic understanding of database concepts and willingness to learn basic database query skills (SQL) and Oracle database querying tools, such as Microsoft Access, Tableau, SQL Developer, etc.
• Excellent customer service and interpersonal skills, including a high level of maturity, professionalism, and ability to maintain confidentiality of sensitive student information.
• Excellent verbal and written communication skills.
• Excellent organizational skills and the ability to prioritize work assignments.
• Excellent analytical and problem-solving skills.
• High degree of accuracy and an uncompromising attention to detail.
• Good presentation skills, ability to present abstract concepts and information.
• Ability to work both autonomously and as a member of a team, with minimal supervision.
• Ability to work within a fast-paced office environment with changing priorities, critical deadlines and the need for multitasking.
• Ability to quickly learn new systems, processes, and procedures.
• Ability to quickly learn and understand applicable laws, regulations, and policies, including how they are applied within their assigned functional area.

Preferences:

• Experience working in an institution of higher education advising or student support function
• Ability to utilize or quickly learn enterprise student systems (current examples include Banner, DegreeWorks and EAB Navigate)

Essential Functions

• Coordinates and maintains the data and corresponding communications within an assigned functional area, using specific software and programs.
• Assists in the maintenance of complete current and historical records (electronic and paper) for functional area ensuring the ability to quickly retrieve information and report as needed.
• Ensures data is entered within appropriate timelines.
• Assists in the development, adherence, and maintenance of standards, policies, and procedures; documents business processes, office policies and procedures, and routinely audits documentation.
• Suggests process improvements and assists with support of strategic planning; prepares associated training materials.
• Works directly with other functional areas on the coordination of data for interrelated functions, ensuring accuracy and the appropriate communication of the final data.
• Coordinates and maintains the online-related content in functional area.
• Assists with the review, maintenance, submission, and changes to records and data within functional area; ensures timely updates and accuracy to all official documentation (university and office policies, business process documentation, the General Announcements, etc.).
• Reviews analyses and routine data integrity audits; consistently reviews and analyzes data, corrects reported errors and ensures consistent data accuracy.
• Ensures the conformity of record release procedures to management policies and legal requirements governing the confidentiality of student records, including the Family Rights and Privacy Act (FERPA) and all other applicable laws and regulations.
• Provides guidance, instruction, and direction in response to inquiries and requests for information from the university community.
• Maintains current professional knowledge in functional area.
• Performs all other duties as required.

Additional Functions / Information:

• Handles student walk-in traffic as well as email inbox traffic
• Takes ownership of integration of multiple tools, on behalf of the department and school, including academic advising CRM system (e.g., EAB NAVIGATE)
• Coordinates communications with students regarding course selection, choices for elective courses, resources to aid in academic success, and degree completion

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.