"Student Records Assistant (Transcript Clerk)"

Role Summary

Assists in the successful maintenance of student records through performing registration functions, supporting daily operations, and communicating with students. This position coordinates and participates in the clerical duties involved in processing and issuing official and unofficial copies of student academic records. The incumbent maintains a multi-line calling system. The incumbent greets visitors and answers inquiries. The incumbent is responsible for maintaining and transmitting accurate information.

Examples of Work Performed

• Receives requests from current and former students and university officials for official and/or unofficial copies of student records.
• Assists over-the-counter and telephone customers or generates and prints the online version of the transcript.
• Processes transcript requests and over-the-counter transcript requests or mailing/fax or electronic.
• Collects payment for the transcript service.
• Composes and types or uses prepared form letters, and emails to answer requests or questions, or concerns, ensuring FERPA regulations.
• Prepares cash reports and deposits monies in the Bursar’s office.
• Scans admissions documents into the electronic filing system and verifies that documents are entered properly.
• Trains and offers guidance to assigned personnel.
• Checks, generates, and processes third-party transcript request service.
• Assists students in updating school records.
• Verification letter.
• Performs related or similar duties as required or assigned.

Essential Functions

• Performs routine registration functions such as: reviewing prerequisite requirements; verifying course, lab, and additional student fees; processing class additions, cancellations, and drops/withdrawals to ensure an effective and efficient process for students.
• Maintains accurate student records and information within the student information system.
• Supports UM students and the Registrar as an informational resource.
• Maintains confidential information and upholds UM and Registrar policies regarding confidential and sensitive information, executing discretion on a daily basis.

Minimum Education/Experience

Education: High School or Equivalent. Experience: (2) Two Years Experience. Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.