Student Records Specialist
Department: College of Fine and Applied Arts - 265000
Minimum Qualifications
Graduation from high school and one year of related office
experience; or an equivalent combination of education and
experience.
Special Note: This is a generalized representation of positions in
this class and is not intended to reflect essential functions per
ADA. Examples of competencies are typical of the majority of
positions, but may not be applicable to all positions.
Diplomas or degrees must be received from appropriately accredited
institutions.
License/Certification Required
Essential Job Functions
The Student Records Specialist position works in the Dean's Office
of the College of Fine and Applied Arts and has specifically
defined areas of responsibility and works with the Dean to promote
recognition of the College and plan College functions. The Student
Records Specialist works to enhance, develop, and implement
supportive academic services to the undergraduates in the College.
In addition, they provide educational services to all students
enrolled in all General Education courses offered by the College of
Fine and Applied Arts. They maintain contact with the broader
university constituency through participation by the staff on
university committees and by presenting at workshops and training.
The office staff responds to inquiries and concerns from students,
faculty, administrators, and parents. Maintaining current knowledge
and providing helpful information are standards expected of all
office staff.
Duties and Responsibilities include:
- Communicating information clearly to students, faculty,
parents, staff, and administrators about services, processes, and
procedures using prescribed or established guidelines.
Applying judgment in releasing confidential information or to
whom to refer questions. Maintaining FERPA compliance and assisting
departments in doing so as well.
Responsible for processing new major declarations and
completing program changes, senior checks, and graduation audits
for eligible CFAA students. Checks must be accurate and sent to all
advisors and students promptly to ensure shortages are no surprises
during the final semester at AppState.
Communicating with other departments, such as the Registrar's
Office, regarding the status of student records and issues and/or
the status of graduates (multiple times per year); updating
Transfer Admissions and Engagement as needed regarding
re-articulation issues; and updating academic departments with
academic record updates (senior checks, substitutions, changes of
major, etc.).
Preparing and sending audits on demand to offices with
higher-level needs, such as Financial Aid required course
confirmation requests. Responding to emails/letters with specific
issues regarding program requirements, such as program changes,
substitutions, etc. Answering questions regarding audit results,
such as GPA calculations, how substitutions affect earned hours,
etc.
Processing new major declaration notifications to departments,
changes of program, and pre-graduation audits (senior checks).
Reviewing all senior students' applications for graduation
certification (three times per year).
Reviewing data and information for completeness and accuracy
per academic policies and procedures.
Demonstrating knowledge of academic policies and procedures
regarding students' records-the ability to answer questions
regarding student academic information. Ability to access and
interpret appropriate resources to answer questions about policies
and/or procedures.
Knowledge, Skills, & Abilities Required for this
Position
- Knowledge of academic policies and procedures at AppState
- Thorough knowledge of all degree requirements, including
majors, minors (inside and outside the College), and general
education
- Ability to make judgments about and to incorporate
changes/revisions to all the above policies, procedures, and
requirements frequently
- Ability to do GPA calculations, including GPA projections based
on current schedule
- Knowledge of and firm understanding of DegreeWorks logic,
scribing, and reporting functions to make exceptions and adjust the
individual curricula to provide students and faculty with correct
information
- Excellent communication skills, both oral and written, as well
as organizational and time management skills
- Ability to process large volumes of work in a short time frame
to meet University deadlines
- Most of the time is allocated to tasks that involve several
steps and require selecting the most appropriate action with
procedural and operational guidelines
Preferred Qualifications
Work Schedule/Hours: Monday through Friday, 8:00 am – 5:00
pm, with occasional after-hours work required.
Anticipated Hiring Range: $43,542- $48,042
Closing Date: 09/27/2026
To apply, visit https://appstate.peopleadmin.com/postings/56003
Appalachian State University is an Affirmative Action/Equal
Opportunity Employer. The University does not discriminate in
access to its educational programs and activities, or with respect
to hiring or the terms and conditions of employment, on the basis
of race, color, national origin, religion, sex, gender identity and
expression, political affiliation, age, disability, veteran status,
genetic information or sexual orientation.
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