Location: Westfield, MA
Category: Professional/Executive
Job Type: Full-time
Posted On: Mon Mar 23 2026
Job Description:
Campus Title: Academic Records System Coordinator
State Job Title: Staff Associate
Department: Registrar's Office
Job Code: HA5300
FLSA Status: Exempt
Funding: 7107-0029
Bargaining Unit: APA
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: Monday-Friday, 8am to 4pm
Regular Days Off: Saturday and Sunday
Supervision Received: The Academic Records System Coordinator reports to the Registrar.
Supervision Exercised: The Academic Records System Coordinator provides functional supervision over AFSCME staff responsible for data processing.
Salary: $65,000 to $73,000 Annually (salary commensurate with education and experience)
General Statement of Duties:
The Academic Records System Coordinator will be responsible for ensuring the integrity, accuracy, and security of student and course data in compliance with institutional policies and state and federal requirements. The role serves as a technical liaison with the administrative systems group, which includes maintenance and upgrades of information technology services. The coordinator will recommend, document, and develop ways to improve the use, functionality, and integration of all electronic systems used by the Registrar's office. The position serves as a report writer for the office, extracting data from electronic systems using the University's current reporting tool(s), including Argos. The coordinator will work directly with vendor support from Ellucian, including Banner, Degreeworks, and the Ellucian Experience portal. Additionally, the coordinator may be asked to work with the web technology that supports the office's website and academic catalog proposal management systems.
Duties and Responsibilities:
Duties include but not limited to:
Essential:
- Reviews and corrects vital data elements within student and course records, identifying inconsistencies and developing procedures to correct and prevent errors.
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Prepares student data and transmits enrollments/degree postings to National Student Clearinghouse/National Student Loan Data System as required.
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Evaluates opportunities for system integration and assesses software functionality to recommend procedural improvements that enhance operational efficiency and the Registrar's office services provided to the campus community.
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Reviews software tools and the effectiveness and proposes updates to office processes to increase efficiency and improve services.
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Serves as Banner functional expert for the IT Department and Institutional Research.
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Assists with advanced data processing, utilities, functions, and validations, including database preparation for registration, end of term processing, academic standing review, and graduation /degree conferral processing.
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Produces reports required by members of the Registrar's Office to support daily operations and institutional needs.
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Acts as a liaison with the Offices of Student Accounts, Financial Aid, Admissions, and Alumni to support critical processes, including but not limited to semester billing, assessment of late registration fee adjustments, and validation of data for financial aid disbursement.
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Engages in continuous professional development, committee work, and special projects to improve service delivery and process management.
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Able to multi-task and navigate through several different systems simultaneously with precision, a positive mindset, and competency for customer service and resolution of immediate and longer-term cases and problems.
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Demonstrates organizational and prioritization skills, along with the ability to work within tight and often conflicting deadlines.
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Evaluates degree plans to certify that all requirements are documented and adequately met by graduating students.
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Participates in end of semester procedures and evaluates all related processes for compliance.
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Performs additional duties as assigned.
Non-Essential:
- The Academic Records System Coordinator represents the Registrar, as needed, on University committees.
Job Requirements:
Qualifications:
- A bachelor's degree in computer science with the appropriate technical and analytical skills.
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Knowledge of relational database architecture and functionality.
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Knowledge of working with third-party report writer tools.
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Prior work experience with records management in an academic setting using higher education management software like Ellucian Banner, Ellucian Degreeworks and the Ellucian Experience portal.
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Ability to comply with privacy/confidentiality laws as they relate to student records specifically, or to the electronic storage of personal information.
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Strong interpersonal, organizational and documentation management skills required.
Additional Information:
Salary:
Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.
Employee Benefits:
Benefits are an important component of an employee's total compensation package.
- Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
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Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
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Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
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Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.
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Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage.
Disability Accommodations
Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.
Background Check
Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.
