This role is essential for the preservation of Simpson University’s academic records. The Academic Records Specialist, in addition to coordinating all the functions related to each graduation ceremony, is responsible for the transfer credit evaluation process, maintains the Colleague Degree Audit system, audits graduation agreement files, verifies the accuracy of transcripts, and performs miscellaneous and varied tasks that support the record keeping and daily activities of the Registrar’s office.
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Details of Academic Records Specialist Jobs in USA:
| Job Title: | Academic Records Specialist Jobs in USA |
| Job Type: | Full-time |
| Company: | Simpson University |
| Salary: | $20 – $25 an hour |
| Location: | 2211 College View Drive, Redding, CA 96003 |
| Country: | United States |
Benefits of Academic Records Specialist Jobs in USA:
- Healthcare Benefits: Comprehensive medical, dental, and vision insurance to promote the health and well-being of employees.
- Paid Time Off (PTO): Ample vacation days, paid holidays, and medical leave to encourage a healthy work-life balance.
- Retirement Plans: Employees are provided with the opportunity to save for retirement through options such as 401(k) plans, which frequently include employer contributions or matching.
- Educational Benefits: Tuition reimbursement or discounts are provided to employees and, on occasion, their dependents to promote continued education and development.
- Professional Development: Participation in conferences, seminars, and training programs to facilitate career advancement.
- Flexible Work Schedules: Certain institutions offer the option of remote work arrangements or flexible working hours.
- Life Insurance: Basic and optional supplemental life insurance coverage.
- Disability Insurance: Plans that provide both short-term and long-term disability coverage.
- Employee Assistance Programs (EAP): Programs that provide counseling services, financial planning, and wellness resources.
- Work-Life Balance Initiatives: Programs and benefits, including on-campus fitness facilities, wellness incentives, or gym memberships.
- Parental Leave: Leave to provide support to families during maternity, paternity, or adoption.
- Career Development Opportunities: The potential to progress within the department or transition into other positions in higher education administration or student services.
- Technology Discounts: Special pricing on computers, software, and other technology products is available to educational personnel.
- Public Service Loan Forgiveness (PSLF): Eligibility for student loan forgiveness programs if employed at qualifying institutions.
Qualifications:
- A bachelor’s degree is mandatory.
- Preferably in a registrar’s office, advising center, or related student support office, a minimum of one year of experience working with students in an academic context is required.
- A minimum of three years of supervisory or management experience in a related field.
- Experience in the management of official student records.
- Proficiency in institutional database applications (e.g., WebAdvisor, Colleague) and a willingness and aptitude to learn other data management programs adopted by the University as required.
- Proficient in the use of Microsoft Office applications
- Capacity to preserve the confidentiality of records, data, and information
- Capacity to efficiently oversee numerous deadlines and priorities.
- Understanding of the Family Educational Rights and Privacy Act (FERPA)
- Capacity to collaborate effectively with other university departments and within a team.
General Expectations:
- A vibrant Christian faith, a personal relationship with Jesus, and a dedication to the Christian community are all necessary for the individual to be capable of engaging in conversations about Christ and sharing their faith.
- In the execution of all responsibilities, exemplify the values of Simpson University.
- Ensure that your lifestyle is consistent with the Simpson University Lifestyle Policy as outlined in the Staff Handbook.
- Maintain the confidentiality of records, data, and information.
- Properly employ professional judgment, discretion, diplomacy, and tact.
- In the execution of job responsibilities, exhibit exceptional customer service abilities.
- In the execution of job responsibilities, exhibit effective communication and organizational abilities.
- By Simpson University policies and procedures, supervises employees.
- Ensure that the excess requirements of other departments within the designated university area are met.
- As determined by the immediate superintendent, execute additional responsibilities that are consistent with the responsibilities of this position.
Essential Functions:
- Assess and assign course equivalencies to external course(s) in accordance with faculty-approved rationale statements; solicit feedback and recommendations from faculty as required.
- Oversee the transfer evaluation process and the publication of test scores (CLEP, AP, IB, etc.).
- Execute and supervise the evaluation of the Adult Studies program’s PLA.
- Ensure the accuracy of all current and historical student academic records, including the transfer of records from previous student information systems (CMS) into Colleague, by collecting, maintaining, and evaluating them.
- Assist in the establishment of articulation agreements with other institutions as required; maintain these agreements.
- Assist in the development of credit worksheets and four-year plans.
- At the conclusion of each term, assess student records to ascertain their academic status and dean’s list designation. Inform the appropriate staff and faculty members of the students who have been placed on academic status.
- Execute the degree-awarding process after each semester; supervise the production of diplomas, distribute them, and post them.
- Resolve inquiries regarding diploma reprints and notarizations.
- Advise graduate students in collaboration with their faculty advisor or program staff, audit graduation agreement files, and communicate any outstanding requirements.
- Handle transcript requests that necessitate special attention; report conversion issues to the IT department for resolution.
- Update programs annually and enter program substitutions to ensure the electronic degree audit system in the student information system is maintained and managed.
- Lead the organization of the graduation ceremonies. Organize, organize, and execute procedures that pertain to student participation in commencement and graduation.
- Ensure that diplomas and commencement supplies are kept in inventory.
- Assist in the review of the catalog.
- Worked as a Designated School Official (DSO) for the Department of Immigration.
- Provide guidance to international students on the federal regulations and requirements that pertain to their visa status.
- Assist the academic advisor, assistant registrar, and administrative support staff as required.
Related Responsibilities:
Department Liaisons:
- Working in close collaboration with admission counselors, the liaison to Enrollment Services reviews student records, special programs, and registration.
- We maintain communication with Student Financial Services about issues related to the assessment of transfer students. I serve as a liaison to Student Development, offering assistance in the areas of the Academic Student Center, New Student Orientation, and other associated issues.
University Committee and Policies:
- Participate in institutional committees as assigned.
- Develop, interpret, and execute policies. Oversee undergraduate activities.
- Collaborate with the leadership to oversee the development and administration of the program. This role involves contributing to the upkeep and execution of the Simpson University Strategic Plan.
- Oversee the evaluation of quality.
Other:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties responsibilities obligations required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Physical Requirements:
| Job Title: | Academic Records Specialist |
| Typical Working Conditions: (Describe the environment, including exposure to heat, cold, fumes, chemicals, allergens, mold, etc.) | Indoors in a controlled environment |
| Equipment Used: (List all manual and automated equipment used in the course of performing essential functions.) | Computer, scanner, copier, mouse, keyboard, stapler, 3-hole punch, letter opener |
| Essential Physical Tasks: (List all physical tasks encountered in performing essential functions—i.e., sitting for long periods of time using a computer, standing, climbing ladders, etc.) | Sitting for long periods of time using a computer |
Analysis of Physical Demands to Perform Essential Functions:
- Key (Based on a typical week):
- N=Never
- R = Rarely (Less than 1 hour per week)
- O = Occasional (1%-33% of time)
- F = Frequent (34%-66% of time)
- C = Constant (over 66% of the time)
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Frequently Asked Questions:
What does an academic records specialist do?
An academic records specialist is responsible for maintaining and managing student academic records, processing transcripts, updating grade information, and ensuring the accuracy and confidentiality of student data. They may also assist with enrollment and graduation processes.
What qualifications are required for this position?
Typically, a high school diploma or equivalent is required, but many employers prefer candidates with an associate’s or bachelor’s degree. Experience in a registrar’s office, academic administration, or data management is often desirable. Familiarity with student information systems (SIS) and databases is a plus.
What skills are important for an academic records specialist?
Key skills include attention to detail, strong organizational abilities, data entry proficiency, excellent communication, and familiarity with data management software. The ability to work independently and maintain confidentiality is also crucial.
