Academic Records Specialist

Position SpecificResponsibilities/Accountabilities

Registration – This position involves assisting with all registration processes, including but not limited to, processing registration late adds, unit overloads, grade change requests, and various other registration-related requests and inquiries. The role also includes assisting, reporting, and collecting enrollment and degree verifications for international students, as well as overseeing, scheduling, and training student workers for general inquiries made by the student body.

Specialist

• Maintain records and report on enrollment and degree verifications when requests are made by current and past students.

• Serve as a first point of contact for the Office of the Registrar by providing quality customer services in a timely fashion. Respond to inquiries via email and Zoom, in-person and answering the main phone line. Respond to questions pertaining to rules, regulations, policies and procedures in a thorough, accurate and courteous manner.

• Oversee, schedule, and train work-study student workers who are responsible for general inquiries via phone calls, emails, and in-person visits.

• Provide assistance to constituents by explaining and demonstrating various policies and processes.

• Ensure accuracy of information by maintaining current knowledge of university and office policy and procedures. 

• Manage and update voicemail messages and auto-responses.

• Liaison to university services (ITS, Facilities Management, Public Safety, OneCard). Prepare documents or submit requests. Troubleshoot problems/issues with university service services. 

• May update standard information/data to website/blog within the applications content management system.

• Coordinate and manage record digitization efforts for historic transcripts and academic records, ensuring that digital images are stored securely and properly

• Other duties as assigned by the University Registrar or Assistant Registrar. Other duties include staffing convocation and commencement and their related activities and events.

Registration

• Process registrations, late registrations and changes to registrations (registration holds, or registration hold releases, unit overloads, etc.)

• Compose correspondence regarding student registration, academic records and graduation records.

• Perform other duties as assigned by the Associate Registrar or University Registrar not limited to: processing grade sheets; auditing and updating academic records; assisting with academic reports, both internal and external; assisting with orientation, registration, and commencement.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a bachelor’s degree from an accredited institution or equivalent combination of education and experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. 

• Minimum one year of relevant experience in the areas of registrar/academic records/student systems preferable in an academic community. 

• Experience working in an office setting.

• Experience working in higher education.

• Experience with databases and data entry.

• Experience working with a Student Information System.

• Demonstrated knowledge in the areas of: Modern office practices and procedures; operation of various office machines; filing systems; proofreading; correct use of English, spelling, grammar; mathematical computations. Organizational skills and accuracy in recording tasks are essential.

• With minimal supervision, perform academic record functions involving independent judgment and requiring accuracy. Stay informed on academic policies and regulations, as well as changes in office procedures. 

• Use good judgment in interpreting the rules, regulations, procedures, and policies of the University (which vary with each college) for the students and faculty, referring exceptions to the proper person for appropriate action. 

• Maintain confidences and confidential information.

• Exemplary communication skills (both written and oral). Work effectively with all levels of the University organization, maintaining a friendly, courteous, fair, and yet firm disposition. 

• Demonstrated computer competency and preferably knowledgeable of Microsoft Office suite. 

• Highly developed organizational and customer service skills. Must be highly motivated, self-directed, detailed and results oriented with the ability to maintain multiple projects.

• Exemplary communication skills (both written and oral), including use of proper email and phone etiquette, proofreading, good grammar and spelling usage.

• Maintain a personable and professional demeanor at all times.

• Ability to provide competent responses to constituents, being sensitive to individual needs. Maintain confidentiality of admissions records. Prioritize, delegate and ensure completion of a variety of tasks with multiple deadlines.  

• Ability to coordinate multiple activities, establish priorities, attend to detail, handle interruptions, manage time, take ownership of tasks, and follow up.

• Demonstrated computer competency and proficiency in Microsoft Office (Excel, Word, PowerPoint), and online productivity software (e.g. Google Docs and Sheets).

• Demonstrated experience with data management and analysis, preferably using Microsoft Excel, other data management programs, and cloud storage (e.g. Box, Google Drive).

• Ability to multi-task, plan, organize and execute day-to-day operations; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize work-flowon a daily basis; ability to write internal communications.

• Skill in data entry with minimal errors and ability to review own work for accuracy.

• Ability to work in a collaborative team environment, being receptive to feedback, willing to learn, and embracing continuous improvement.

• Ability to problem-solve inquiries thatinvolves researching and interpreting policies and analyzing possible solutions to apply the appropriate course of action.

• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.