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The class works under general supervision and requires considerable knowledge of academic and office policies and procedures, university student information systems, computerized mass storage system(s) for filing, retrieving, and microfilming/imaging index records in order to serve the university, students, alumni, outside agencies, and the general public; makes decisions based on established knowledge and sound judgment.
Incumbents will independently operate computerized mass storage system(s) and produce microfilm and/or imaged documents.
Essential Functions and Responsibilities: 50% - Researches and analyzes materials and data dealing with student academic history. Identifies discrepancies in academic records, determines course of action for corrections and/or adjustments as needed. Performs record searches for hard copy or microfilmed/imaged academic records; pulls records data and retrieves microfilmed/imaged data.
Processes, updates, and maintains student records (online and hard copy) accurately and efficiently in compliance with institutional policies; determines eligibility, residency, and tuition rate codes; sends correspondence; awards credit.
Interprets and effectively communicates information to various constituents regarding policies and procedures within the university and the department.
Verifies requests to update on-line record according to university policy. Determines exceptions to Records policy on a case-by-case basis.
30% - Maintains, processes, updates, and verifies online and hard-copy records. Operates computerized mass storage system designed for rapid retrieval of documents and produces microfilm/imaged records.
Serves as the contact for dedicated records functional area(s). Independently monitors, tracks, verifies, and reports on activities affiliated with records functional area; resolves conflicts using sound judgment. Coordinates workflow in dedicated area. Summarizes activities in report form, including reconciliations.
Responds to e-mails, phone calls, and voicemails requesting assistance with records services. Provides services, advice, and counsel to students, university personnel, outside agencies, etc. regarding university and academic policies and procedures related to the full range of records services. Identifies and resolves discrepancies with assistance; refers when appropriate.
Provides services to students, university personnel, etc. requesting academic records; performs record searches for hard copy or microfilmed/imaged academic records; pulls records data and retrieves microfilmed/imaged data.
Adheres to the Family Education Rights and Privacy Act (FERPA) and all University policies essential in ensuring the integrity, accuracy, and confidentiality of all student data.
20% - Attends meetings on behalf of the Associate Registrar.
Interprets and explains FERPA to students and all other constituents.
Suggests website enhancements; provides information for audit requests.
Processes transactions that require a decision to be made in accordance with applicable regulations, policies, and procedures.
Provides training or cross training for personnel.
Identifies challenges and brainstorms solutions to improve processes.
Serves as back-up to other functional areas within the records office.
Identifies challenges and brainstorms solutions to improve processes. Makes proposals regarding procedures and policies pertaining to assigned records functional area.
Assists in preparation of diplomas for distribution. Prepares files for microfilming/imaging.
Other Functions and Responsibilities: Assists with training new hires.
Performs other related duties as assigned.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, M-T-W-Th-F 8:00 a.m. to 5:00 p.m.
Supervision Exercised: May exercise supervision over student employees.
Knowledge of: office practices and procedures; departmental policies and procedures*; departmental goals and objectives*; public relations; records management and FERPA*.
Skill in: operation of computerized mass filing and storage equipment; operation of reproduction and related equipment; operation of programs including BDMS, Banner Self Service, and Internet Native Banner Records*; data entry; computer operation; use of modern office equipment.
Ability to: deal with problems involving several variables within familiar context; complete routine forms; prepare routine correspondence; prepare accurate documentation; compile and prepare reports; write routine office records following standard procedures; communicate effectively; maintain records according to established procedures; answer routine telephone or email inquiries; develop and maintain effective working relationships.
(*) Developed after employment.
Minimum Qualifications: At least ahigh school diploma or GED; two or more years of experience in the operation of computerized mass filing and storage equipment, public relations, and/or office practices and procedures.
Preferred Qualifications: At least an associate degree. Two or more years of experience in records management, data entry, or administrative support roles. Experience with Ellucian Banner or other higher education student information system. Demonstrated ability to multitask effectively in a fast-paced environment and prioritize tasks based on urgency and importance. Experience in using computer applications and databases.
An Institution of Opportunity:
Youngstown State University inspires individuals, enhances futures, and enriches lives.
As a student-centered university, Youngstown State University’s mission is to provide innovative lifelong learning opportunities that will inspire individuals, enhance futures and enrich lives. YSU inspires individuals by cultivating a curiosity for life-long learning; enhances the futures of our students by empowering them to discover, disseminate and apply their knowledge; and enriches the region by fostering collaboration and the advancement of civic, scientific, and technological development. YSU’s culture of enrichment flourishes in our intellectually diverse, accessible, and quality education.
Youngstown State University is where students thrive in their educational and career pursuits, where scholarship creates innovative solutions, and where community engagement is a cornerstone of collaboration that collectively contribute to the sustainable prosperity of the region and beyond.
We—the faculty, staff, administrators, and students of Youngstown State University—hold the following values essential to achieving the mission and realizing the vision. Centr...ality of Students – We put students first, fostering their holistic and lifelong success. Excellence and Innovation – We bring academic excellence and innovation to learning and life for all stakeholders. Integrity and Human Dignity – We root all behaviors, decisions and actions in the achievement of integrity, mutual respect, and collegiality. Collaboration and Public Engagement – We embrace collaboration and create innovative partnerships to foster sustainability and enrich our university, our culture, and region.
Please use the following link to learn more about YSU: https://ysu.edu/about-ysu