Job Title: Academic Records/Document Management Coordinator
District/Division: Enrollment Development
Department: Records & Registration
Classification: C4
Updated: January 2019

Job Summary

Serves as lead person for the Records unit responsible for the integrity of unit functions.  Responsible for specific areas of expertise as well as coordinating the daily operation of the unit, including the training of clerical staff and student workers.  Provides extensive customer service support via telephone and direct student contact.

Essential Functions:

• Lead person for unit responsible for student records and document management; works with the Associate Registrar to ensure unit service standards and goals are met.
• Assists individuals on the phone and in person, provides information, and completes transactions as required by students.
• Provides in-person assistance at the service counter.
• Assists with end of semester grading, processes repeat grades, determines the accuracy of academic standing, determines completeness of grade production, mails academic letters, and distributes grading reports to appropriate administrative offices.
• Maintains and updates student records-grades, addresses, name changes, and other bio-demographic information.
• Produces official transcripts.
• Processes and maintains international documents and documents related to the Study Abroad Program.
• Verifies attendance for outside agencies.
• Establishes and maintains permanent student files.
• Works with Veterans to fulfill necessary reporting requirements to the Department of Veteran’s Affairs.
• Supervises student employees.
• Serves on the Customer Service Panel.
• Works at orientation events.
• Works at commencement.
• Assists with other units within the Registrar’s Office during high demand times.
• Other related duties as assigned.

Non-Essential Functions

Not Applicable

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Some college coursework
• Higher education
• Banner experience
• Supervisory experience  

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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