Operations Assistant - Transcript and Records Processor

Job Description:

Summary Statement:  

Fairfield University seeks an Operations Assistant, Transcript and Records Processor. The Operations Assistant, Transcript and Records Processor supports the daily operations of the Registrar’s Office by managing transcript processing, maintaining student academic records, and ensuring the accuracy and integrity of data.

This role plays a vital part in delivering excellent service to students, alumni, faculty, and external agencies, upholding institutional standards, and supporting compliance with university policies and federal regulations (e.g., FERPA). Reporting to the Associate Registrar, Registration and Records the Operations Assistant, Transcript and Records Processor will be the primary liaison to students requesting transcripts, registration verifications, program of study changes, and record updates within the Office of the University Registrar.

Relationships:

Reports to: Associate Registrar, Registration and Records

Staff: Student Workers

Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators and Operations Assistants; Faculty; Students; Directors; Director Event Planning, Facilities Planning, Information Technology Services, Director of Marketing & Communication; Director of Institutional Research; Bursar; Director of Financial Aid

External Contacts: Vendors; State and Federal Agencies; Regional and National Associations; Parents

Responsibilities:

Transcripts, Verifications and Records Requests:

• Process incoming and outgoing transcript requests through the university’s transcript delivery system, ensuring accuracy and confidentiality.
• Processes requests for certificates, diplomas, and commencement records.
• Provides documentation for all verification requests, legal requests, insurance forms, licensure forms, certifications, loan deferment letters, and third parties enrollment inquires.
• Assist in the maintenance and integrity of student academic records in both digital and physical formats.
• Respond to inquiries from students, faculty, alumni, and external agencies regarding academic records, enrollment verification, and transcript procedures.
• Monitor and resolve transcript and verification delivery issues in coordination with third-party vendors (e.g., Parchment, National Student Clearinghouse).
• Fulfills internal transcript requests for all Graduate Admissions records
• Research historical transcripts, retrieve archival records and recreate older transcripts when necessary
• Works with the Bursar’s office on any records requests that involve a financial hold
• Ensure all record requests are in compliance with FERPA and university policies when handling student records.

Student Academic Record and Office Responsibilities:

• Collaborate with the Registrar’s team to ensure consistent data entry and timely updates in the Student Information System (e.g., Workday).
• Provide clerical and administrative support to the Office of the Registrar, including scanning, filing, data entry, and managing sensitive student documentation.
• Process all business processes through our student information system including maintenance and update to student records for personal information, address updates, and student attributes.

• Maintain and verify demographic information as needed.
• Process course substitutions, waivers, and revisions to anticipated completion dates.
• Process independent study requests, internship requests, course drops, withdrawals, and other various ad hoc requests from departments on campus.
• Maintain degree audits, including creating and updating academic programs of study for majors, minors and concentrations.
• Process Latin honors, institutional honors and other updates as requested
• Support faculty grade entry and verification. Follow up on all outstanding and non-final grades and process grade changes, repeated courses, and credit/no credit grade processing.
• Assist with all in-person inquiries
• Provide office support responding to and route e-mail and voicemail coming into department email account, answering phones, tracking e-mail volume and responding promptly to helpdesk tickets.
• Assist in supervising and training student workers.

Data Management, Registration and Reporting:

• Assists with maintenance of student academic records; security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
• Assists with maintenance of databases and systems for tracking degree progress, student enrollment, and graduation status.
• Provide accurate data to internal and external stakeholders, including accreditation bodies, state agencies, and institutional leadership.
• Assists with Incoming First Year Orientation and Registration
• Assists with Registrar-related activities for Bellarmine associate’s degree students
• Assists with commencement preparation and activities as assigned
• Work closely with Information Technology Services (ITS) on projects, ticket management processes, and training.

Development and Compliance:

• Monitor and ensure compliance with university, state, and federal regulations regarding academic records.
• Stay current with changes in higher education laws and policies that impact academic records.
• Provide reports on academic records as requested.
• Participate in implementing innovative products/systems that streamline and improve new and current SIS processes and procedures related to various work areas in office and across campus.
• Participate in professional development opportunities (classes, workshops, conferences, etc.) related to job duties and office needs.
• Collaboration with campus partners to define needs, set priorities, and implement effective administrative practices through systems and business operations;
• Work to streamline, improve and document all new and current SIS processes and procedures related to the functional area
• Represent the organization on meetings if requested and attends University events as required
• Assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
• Organize and lead staff meetings to address ongoing issues, process improvements, and operational concerns.
• Performs miscellaneous job-related duties as assigned.

Knowledge, Skills and Abilities Required:

• Foster a collaborative environment and ensure staff have the resources needed to effectively perform their roles.
• Strong interpersonal and communication skills, both orally and in writing.
• The ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Troubleshoot technical issues with faculty and staff for a variety of student-related systems; when necessary, coordinate with campus partners and third-party vendors
• Knowledge of the rules, regulations, and laws regarding student records; scheduling and curriculum policies including FERPA regulations.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Ability to identify, prioritize, analyze and provide solutions to problems.
• Ability to use project management skills to see priorities through to completion.
• Ability to maintain confidentiality of records and information.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to foster a cooperative work environment.

Minimum Education and/or Work Experience:

Associate’s degree required, Bachelor’s degree in related field preferred. At least one or more years of related experience in higher education.

Computer Skills

Experience with Student Information Systems - Workday (including query writing) preferred

Experience with credentialing and transcript software like Parchment or other related systems.

Experience with DocFinity or other document management software

Advanced Proficiency with MS Office Suite, Internet and email applications.

Experience with ticketing systems

Experience with remote meeting products (Zoom, Teams, WebEx, Slack, etc.)

Compensation Range: $22.00-24.00 hourly

Category:

Academic - Staff

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate. 

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Eligible employees may receive health, dental, retirement, paid time off, tuition benefits, and other benefits according to institutional policy. Fairfield University Benefits

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