Student Records Specialist

Job Description

The Student Records Specialist is responsible for conducting moderately diverse and complex research and data reconciliation on academic records for a specific Records specialization for a single workspace. This role is responsible for maintaining the integrity of academic records by ensuring compliance with university rules, regulations, and policies for the benefit of the student body. Additionally, this role will act as a trusted best practice advisor for faculty and staff within their associated specialization in the Records Department and collaborate with their immediate leader in determining methods and procedures outside standard assignments.

Student Records Specialist

As a Student Records Specialist, you will play a critical role in maintaining accurate academic records and supporting students throughout their educational journey. Your work ensures compliance with university policies and federal regulations while delivering an exceptional student experience.

What You'll Do

• Receive and maintain student documentation with accuracy and confidentiality.
• Apply university rules, regulations, and policies to benefit students.
• Update and manage academic records in multiple systems with precision.
• Ensure compliance with FERPA and other regulatory requirements.
• Collaborate across university teams to resolve data discrepancies and complete reconciliations.
• Handle escalated issues professionally and provide timely updates to leadership.
• Document processes and student interactions to keep all stakeholders informed.

What You'll Bring

• Proficiency with Microsoft Office Suite and experience using student information systems or CRM software.
• Strong attention to detail and ability to manage confidential information.
• Demonstrated ability to work independently and as part of a team in a fast-paced environment.
• Advanced skills in data reconciliation and problem-solving.
• Excellent written communication skills and professional business acumen.
• Ability to prioritize tasks and meet deadlines while managing multiple responsibilities.

Minimum Requirements:

• 2 or more years of experience within a Records, Registrar's office, Student Services or other related higher education role responsible for reviewing, validating, researching, and updating student academic records.
• Associate's degree in a related field*.

Bonus Points if You Have

• Bachelor's degree in a related field.
• Prior experience in higher education, student services, or registrar's office.

Experience in Lieu of Education
*Equivalent relevant experience may substitute for educational requirements at the hiring manager's discretion.

The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.
At WGU, it is not typical for an individual to be hired at or near the top of the range for their position, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:
Grade: Services 204 Pay Range: $18.79 - $27.25

What to Expect

At WGU, our mission drives everything we do, including how we hire. Our interview experience is designed to give qualified candidates the opportunity to show their best work through meaningful conversations, practical problem-solving, and authentic collaboration.
We thoughtfully review every application and invite forward the candidates whose experience and potential best align with the role and our mission. If selected, you will hear from a recruiter or hiring manager who will guide you through the process. We aim to communicate decisions promptly and respectfully.
Here is what that typically looks like:

• Introductory call/ Recruiter phone interview
• Hiring Manager virtual interview

Work Location

This is a full-time, in-office position at WGU's Salt Lake City, UT office.

Visa Sponsorship

While we welcome applicants from all backgrounds, WGU is not able to provide visa sponsorship for this role.

What You'll Receive as a Full-Time WGU Employee

• Comprehensive healthcare
• HSA and FSA options
• Life and disability insurance
• Legal assistance and identity protection
• Retirement savings plan
• Wellbeing programs
• Discounted WGU tuition for you and your family
• Flexible PTO and Sick time
• 11 paid holidays
• Additional paid leaves, including parental leave

Explore the full benefits overview at https://wgubenefits.com.

Position & Application Details

Full-Time Regular Positions (classified as regular and working 40 standard weekly hours): This is a full-time, regular position (classified for 40 standard weekly hours) that is eligible for bonuses; medical, dental, vision, telehealth and mental healthcare; health savings account and flexible spending account; basic and voluntary life insurance; disability coverage; accident, critical illness and hospital indemnity supplemental coverages; legal and identity theft coverage; retirement savings plan; wellbeing program; discounted WGU tuition; and flexible paid time off for rest and relaxation with no need for accrual, flexible paid sick time with no need for accrual, 11 paid holidays, and other paid leaves, including up to 12 weeks of parental leave.

How to Apply: If interested, an application will need to be submitted online. Internal WGU employees will need to apply through the internal job board in Workday.

Additional Information

Disclaimer: The job posting highlights the most critical responsibilities and requirements of the job. It's not all-inclusive.

Accommodations: Applicants with disabilities who require assistance or accommodation during the application or interview process should contact our Talent Acquisition team at recruiting@wgu.edu.

Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to any protected characteristic as required by law.