This position is key to the maintenance of the University’s academic records. The Academic Records Specialist is responsible for the transfer credit evaluation process, maintains the Colleague Degree Audit system, audits graduation agreement files, verifies accuracy of transcripts, and performs miscellaneous and varied tasks that support the record keeping and daily activities of the Registrar’s office, as well as coordinating all the functions related to each graduation ceremony. This is a full time, long term opportunity located in Redding, CA.
Requirements of the Academic Records Specialist:
- Bachelor’s degree is preferred.
- Preferably a minimum one year experience working with students in an academic setting, preferably in a Registrar’s Office, Advising Center or related student support office.
- Minimum of three years’ supervisory/management experience in a related field is preferred.
- Knowledge of and experience handling official student records is preferred.
- Proficiency in institutional database applications (e.g. Colleague, WebAdvisor, etc.) is preferred and willingness and aptitude to learn other data management programs adopted by the University, as needed.
- Proficiency in Microsoft Office applications
- Ability to maintain confidentiality of information, data, and records.
- Ability to effectively manage multiple priorities and deadlines.
- Knowledge of the Family Educational Rights and Privacy Act (FERPA) is preferred.
- Ability to work effectively within a team and with other departments of the University.
Benefits of the Academic Records Specialist:
Starting at $20.00 an hour
Medical | Dental | Vision | Term-life insurance
Responsibilities of the Academic Records Specialist:
- Evaluate and assign course equivalencies to external course(s) based on faculty approved rationale statements; obtain faculty feedback and recommendations as needed.
- Manage the transfer evaluation process and posting of test scores (CLEP, AP, IB, etc.).
- Implement and oversee the PLA evaluation for the Adult Studies program.
- Collect, maintain, and evaluate the accuracy of all current and past student academic records including, but not limited to, transferring records from previous student information systems (CMS) into Colleague.
- Maintain articulation agreements with other institutions; assist with creation of agreements as needed.
- Assist with creation of credit worksheets and 4-year plans.
- Evaluate student records at the end of each term to determine academic status and dean’s list designation; communicate the students placed on academic status with the appropriate staff and faculty.
- Implement the degree awarding process at the end of each semester; post degrees, oversee diploma printing and distribute diplomas.
- Process requests for diploma reprints and notarizations.
- Audit graduation agreement files and communicate outstanding requirements, advise graduating students in collaboration with their faculty advisor or program staff.
- Process transcript requests that require special attention; submit conversion issues to IT department for correction.
- Maintain and manage the electronic degree audit system in the student information system, updating programs annually and entering program substitutions.
- Oversee planning of the graduation ceremonies. Organize, plan, and execute processes relating to student participation in graduation and commencement.
- Maintain inventory of commencement supplies and diplomas.
- Assist with Catalog Review.
- Serve as a Designated School Official (DSO) for Department of Immigration.
- Advise International Student on Federal regulations and Requirements regarding VISA status.
- Assist Administrative Support Staff, Assistant Registrar and Academic Advisor as needed.
General Expectations of the Academic Records Specialist:
- Personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing and engaging in conversations about Christ.
- Demonstrate the University Values in the performance of all duties.
- Maintain lifestyle in accordance with the University Lifestyle Policy in Staff Handbook.
- Maintain the confidentiality of information, data, and records. Properly use tact, diplomacy, discretion, and judgment.
- Demonstrate strong customer service skills in the performance of job duties.
- Demonstrate good organizational and communication skills in the performance of job duties.
- Supervise employees in accordance with the University policies and procedures (for supervisory positions).
- Support the overflow needs of other departments within the respective university area.
- Perform other duties in accordance with this position as deemed necessary by the immediate supervisor.
O2 Employment Services is an Equal Employment Opportunity Employer. Reasonable accommodations may be made to enable individuals with disabilities or sincerely held religious beliefs to perform the essential functions of the position. This job appears on the O2 Staffing job board and Simpson University job board.