Washington, D.C.
Springfield, IL
Los Angeles, California
Providence, RI
Wellesley, Massachusetts
Posted: 08-Oct-25
Location: Youngstown, Ohio
Internal Number: 5105038
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.
Reports to: Associate Registrar
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, and Abilities:
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 a high 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.