Academic Records Specialist

Perform administrative functions and provide student services by maintaining academic records in hard copy or in the online student information system. Ensure accuracy of records and adherence to applicable regulations, policies, and procedures. Perform functions across multiple areas within the Office of the University Registrar which impact enrollment, registration, graduation, records integrity, academic scheduling, and reporting. Reports to designated supervisor.

Additional Basic Function – if applicable:

Examples of Duties:

Duties/essential functions may include, but not be limited to, the following:

Verify accuracy and completeness of paperwork required to create or modify a record, validate authenticity of supporting documents, and clarify discrepancies; ensure quality control while producing, packaging, and mailing documents such as transcripts, letters, and diplomas.

Utilize cross-training across multiple service areas within the Office of the University Registrar to process and maintain academic records in the online student information system for all Kent State campuses.

Evaluate eligibility based on university policies, procedures, and federal requirements, and ensure the accuracy and integrity of academic records, including but not limited to:

• Change of program
• Change of grade
• Re-enrollment applications for returning students
• Academic forgiveness
• Name changes
• Social Security number (SSN) changes
• Transcript production
• Enrollment certifications
• Graduation clearance, including verification of institutional honors eligibility

Perform academic scheduling duties, including but not limited to:

• Coordinate and facilitate the building of Schedule of Classes
• Create new course sections; adjust sections and correct errors; troubleshoot and answer questions regarding managing sections and the use of system functions and tools
• Assist academic departments and regional campuses with entering new course sections; train ?new and existing users as needed
• Navigate space management system which ensures university-wide utilization standards are adhered to, and classroom space guidelines are followed
• Fulfill time/room change requests, and resolve problems pertaining to location requirements, and instructional needs

Serve as a liaison between the University Registrar and Bursar, Admissions, Student Financial Aid, Kent State academic colleges, and Regional Campuses; provide information directly to the University Registrar to aid in the Registrar's decision making.

Provide customer service via telephone, email, and in-person inquiries; investigate, troubleshoot, and resolve issues presented by a variety of constituents, including students, university staff, other institutions, and the public; act at the first point of contact at the front service counter; monitor the department's email inbox as assigned.

Compose routine correspondence to students, agencies, institutions, and other stakeholders concerning requests for information or processing of forms; may mail standard response letters for routine requests.

Verify requests for dates of attendance and degrees awarded through the National Student Clearinghouse website; authenticate claims and documents; identify suspected fraudulent documents and report to the University Registrar.

Scan and index documents in the document imaging system and verify accuracy compared to the original document.

Monitor inventories of Registrar supplies such as transcript paper, diploma paper, covers, and flat mailers; order materials from vendors as needed.

Assist in the administration of the University Registrar programs and projects.

Participate in testing of functionality for university-wide system upgrades.

May train and direct student, temporary, and other classified employees.

Perform other duties as assigned.

Additional Examples of Duties – if applicable:

Minimum Qualifications:

High school diploma or equivalent. One year of general office experience utilizing computer applications and/or student information system.

License/Certification:

Not applicable.

Knowledge Of:

Skill In:

Ability To:

Preferred Qualifications – if applicable:

Associate degree. Experience in a registrar's office processing student records, or in a similar higher education setting.

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which require assessments

Working Conditions / Physical Requirements:

Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects. Incumbent must be able to communicate with others. Incumbent may be required to travel from building to building and off campus occasionally. May work varied hours and shifts to include nights and weekends during peak periods.

Working Schedule:

Monday through Friday 8am to 5pm; hours may vary to meet departmental needs.

Additional Information: