Student Records Specialist

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About Rice

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. 

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Position Summary 

The Office of the Registrar (OTR) at Rice University supports the educational mission of the university by working with the Rice community to maintain the accuracy and integrity of its educational records, provide quality service, and support innovative systems that enhance academic support.

The Student Records Specialist is a position within the Office of the Registrar (OTR). Under limited supervision, the Student Records Specialist administers the operations of assigned areas within the student records, curriculum support, academic progress, and degree audit functions. This includes, but is not limited to:

• Program/Academic Credential Declarations; Application for Degrees: Coordinate processes for students declaring or changing majors, major concentrations, minors, or certificates, ensuring alignment with university policies and official curriculum requirements. Manage submission and review of student degree applications, etc
• Academic Progress Monitoring: Support students, advisors, and academic departments in tracking academic progress to ensure timely completion of degrees/academic credentials; collaborate with advisors and academic units; monitor and provide updates on student progress toward graduation.
• Degree Audit and Graduation Certification; Commencement Preparation: Conduct degree audits to confirm completion of graduation requirements for undergraduate and graduate students. Assist in the planning of commencement ceremonies, including the creation of student lists, various event logistics, communication with graduates, and the coordination of diploma distribution and delivery.
• Curriculum Management: Assist in the review and management of university and academic department/unit official curriculum, including the annual General Announcements review, the Course Catalog, etc. 
• Customer Service: Provide assistance and support to office patrons (in-person, online, via phone, ticketing system, etc.); provide information, problem resolution, etc. 

Additionally, working as a member of a team, the Student Records Specialist administers and assists with other OTR operations as needed, including (but not limited to) business process analysis and improvement, training, office communication, data review/data integrity audits, special projects, etc.

Workplace Requirements

• Ability to work within a fast-paced office environment with changing priorities, critical deadlines, and the need for multitasking.
• Ability to work both autonomously and as a member of a team, with minimal supervision.
• Ability to quickly learn and use new systems, processes, procedures, and complex office functions.
• Office environment; standard working hours, full-time 40 hours per week. Occasional additional hours outside of normal working hours due to regular and seasonal activity.
• On-campus position: This position is exclusively on-site, necessitating all duties to be performed in person. Per Rice policy 440, work arrangements may be subject to change.

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor’s Degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis, may be substituted.
• One or more (1+) years of related experience.
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis, may be substituted.

Skills Required:

• Demonstrated experience in an office or administrative environment, preferably experience in records (and data) management, accounting, or another closely related field.
• Excellent interpersonal, verbal, and written communication skills; excellent customer service skills.
• Strong analytical and problem-solving skills, with a high degree of accuracy and an uncompromising attention to detail. 
• Experience with PC computers, including intermediate-level proficiency with the Microsoft Office suite of software applications; basic to intermediate understanding of database concepts.
• Knowledge of higher education academic curriculum: the relationship between degrees, majors, and where applicable, major concentrations, minors, and certificates.
• Experience and understanding of applicable laws, regulations, and policies, including how they are applied within their assigned functional area.
• A high level of business acumen, professionalism, and maturity, including the ability to maintain confidence with sensitive student records information.
• Strong organizational skills and the ability to prioritize work assignments.

Preferences

• Advanced Degree
• Three-plus (3+) years of experience.
• Experience in higher education, particularly experience in a college or university Registrar’s Office.
• Experience and history in participating in professional organizations (e.g., TACRAO, SACRAO, AACRAO) and contributions to the registrar profession.

Skills Preferred:

• Technical skill and experience with specialized software tools commonly used in Registrar’s Offices, such as Ellucian Banner, Degree Works, Leepfrog CourseLeaf products (CAT, CIM, CLSS), etc.
• Skill and experience interfacing software tools (SQL Developer, Access, etc.) with Oracle tables and views, formulating queries, form design and reporting, etc.

Essential Functions

• Coordinates and maintains the data and corresponding communications within an assigned (Office of the Registrar) functional area, using specialized software and programs.
• Assists in the maintenance of complete current and historical records, both electronic and paper, ensuring the ability to quickly retrieve information and generate reports as needed.
• Coordinates and performs the comprehensive review, maintenance, submission, and changes to records and data within an assigned functional area; ensures timely updates and accuracy across all official documentation (university and office policies, business process documentation, the university’s General Announcements, etc.).
• Ensures meticulous adherence to data entry timelines and suggests new innovative methods for meeting deadlines or facilitating the seamless transfer of data to enhance overall efficiency.
• Assists in the ongoing development, adherence, and maintenance of standards, policies, and procedures; documents business processes, office policies, and procedures; and routinely audits documentation.
• Performs detailed analyses and routine data integrity audits; consistently reviews and analyzes data and ensures consistent data accuracy.
• Ensures the conformity of record release procedures to the applicable policies and legal requirements governing the confidentiality of student records, including the Family Educational Rights and Privacy Act (FERPA) and all other applicable laws and regulations.
• Provides regular guidance, instruction, and direction in response to inquiries and requests for information from the university community.
• Maintains current professional knowledge in the (registrar) profession, including in the area of student records management and student records technology.
• Performs all other duties as required.

Additional Functions

• Has shared responsibility for the content on the Office of the Registrar web pages; contributes toward the development and editing of website informational text to communicate policies and procedures to the university community and beyond.
• Has shared responsibility to make ongoing updates and improvements to Office of the Registrar business process documentation (specifically the OTRwiki, monthly task schedules, and the OTR annual production calendar.
• Serves as a customer service representative for the Office of the Registrar, serves as a backup to other professional staff, and assists in other office functional tasks, as needed.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please contact Rice University’s Disability Resource Center at 713-348-5841 or [email protected] for support.

If you have any additional questions, please email us at [email protected]. Thank you for your interest in employment with Rice University.