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ACADEMIC RECORDS SPECIALIST

Position Summary

 
Under the direction of the Registrar, the Academic Records Specialist assist with ensuring Registrar functions. Additionally, this position has a shared responsibility of organizing and supervising daily operations concerned with registration and using software for registrar-related functions. This position has a heavy focus on management of student academic records and records system processing along with the enforcement of record retention and FERPA compliance.

Responsibilities

  • Enforce policies and procedures for delivery of quality student support services
  • Organize and maintain official files and documents in office (to include record retention and destruction)
  • Manage all official and unofficial transcripts (electronic or paper) sent by UP to any third party
  • Maintain a database/filing system for all transcript requests and mailings
  • Maintain accurate records and transcript database for both current and non-current students
  • Process student documentation through use of databases
  • Assist with the degree posting processes (honors list, mail delayed diplomas, and mail complimentary transcripts)
  • Assist in the organization and coordination of commencement events
  • Secure all records according to AACRAO regulations
  • Comply with legal release of information and public information act; i.e. FERPA and Public Information Act
  • Cooperate with the Registrar to oversee advisor training, assignment and assessment (including personnel in academic success center)
  • Assist Registrar with FERPA education and training
  • Provide accurate information regarding university policies and procedures
  • Completion of loan deferment forms and enrollment/degree verifications
  • Assist in the process of third-party transcript evaluations
  • Assist and support management of academic petitions
  • Main oversight of general Registrar’s Office phone calls
  • Main oversight of general Registrar’s Office email account
  • Other duties as assigned by Supervisor

 

Requirements

 

Education
  • High School Diploma and relevant work experience.
  • Bachelor’s Degree Preferred

 

Experience
  • Required
    • Ability to work independently, with minimal supervision and excellent time management skills is required
    • Excellent written and oral communications skills is required.
    • Proficient computer skills and a working knowledge of software programs and communication methods is required; this includes Microsoft Office Suite (Word, Excel, & PowerPoint).
  • Preferred
    • A minimum of one years’ experience working in higher education setting preferred.
    • Experience working with file management systems is preferred.
    • Previous work with Jenzabar and/or Ellucian-based products preferred (Banner)

 

Position Details


Position Type:
Staff
FTE: 1.0
FLSA: Non-Exempt
Salary: $14.25 – $15.50 Hourly
Location:
Great Falls, MT.

To apply, please send a cover letter, resume, and UP application including three professional references to hr.up@uprovidence.edu.

THE UNIVERSITY OF PROVIDENCE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER COVERED BY THE MONTANA VETERANS’ AND HANDICAPPED PERSONS’ EMPLOYMENT PREFERENCE ACT.

Employment Application (PDF)

Employee Benefits

The University of Providence is a Catholic, student-centered, mission-focused university. For more information, please contact Human Resources at 406.791.5977.

For more information, please contact

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