Classification Title
Administrative Support Specialist-OSP
Working Title
Student Records Specialist
Not Eligible for Visa Sponsorship
VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S
Department
University College Academic Advising - 202100
Primary Purpose of Position
University College Academic Advising supports student success by guiding students through academic planning and connecting them with the University’s academic and co-curricular opportunities. The Student Records Specialist plays a key administrative and student support role by maintaining accurate student records, processing major declarations and academic requests, generating and analyzing reports, responding to inquiries from students, families, and campus partners regarding academic policies and procedures, and ensuring compliance with FERPA regulations. The position also provides operational and administrative support to advising staff and leadership, manages front desk and communication functions, and assists with office logistics, budget, payroll, and other activities that help the advising office serve students efficiently and effectively.
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
Responsibilities of the Student Records Specialist include but are not limited to the following:
- Reviewing and updating students’ major information in electronic files and Banner (Appalachian’s student information system).
- Processing undergraduate major declarations.
- Processing students Visiting Course, and Course Overload requests in a timely manner.
- Generating reports for withdrawals, eligible to declare students list, Gen Ed checksheet and producing other reports as assigned by supervisors and leaders.
- Responding to students, parents, campus partners, and the general public via email, phone, and walk-in traffic to the questions relative to academic records, policy, and procedure under FERPA guidelines.
- Providing administrative support for University College Academic Advising (leadership, admin and advisors) as needed including but not limited to updating intended major changes, responding to student email inquiries, adding student records notes to DegreeWorks, accessing and analyzing Banner, Slate, Docuware and Trac Cloud reports, coordinating logistics for UCAA, budget and payroll management.
- Providing front desk coverage when the Front Desk Manager is unavailable..
- Other administrative duties will include room reservations, campus work orders, purchasing, management of phone and Zoom drop-in and in person walk-in traffic as needed, and other duties as assigned.
Knowledge, Skills, & Abilities Required for this Position
- This position requires knowledge of University structure, services, programs, procedures and practices.
- Employees in this position should have a strong attention to detail and commitment to accuracy in record keeping.
- The position requires daily use of various office technology and software applications.
- This position requires extensive use of Google Suite (Sheets, Docs, Forms, etc.) and MS Excel,
- Individuals in this position will be able to interpret policies and address inquiries pertaining to student academic records.
Preferred Qualifications
- Some post-secondary education plus 3-5 years administrative experience.
- Ability to work effectively with a variety of personalities in a helpful, congenial, and professional manner.
- Demonstrated project management experience and the ability to multi-task.
- Demonstrated experience in detailed and accurate record keeping.
- Demonstrated experience using administrative software i.e. Google Suite and MS Office. (specifically Excel, Google Sheets).
- Demonstrated use of University student information systems.
Required Functional Competencies to Successfully Perform Job Duties.
Communication-Verbal
Communicates information clearly to students, parents, campus partners, and the public about Academic policies and procedures concerning academic advising and orientation. Applies judgment in regards to FERPA when releasing confidential information or to whom to refer questions. Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and students.
Information/Records Administration
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program. Reviews data and information for completeness and accuracy in using academic policies and procedures, undergraduate bulletin, departmental and college curricula requirements and other university units as guidelines in performing daily tasks. Understands Banner Student Information system software and other programs used to perform day-to-day functions. Coordinates varied records processing activities requiring the application and some interpretation of university procedures, policies, and regulations. Reviews information for completeness and accuracy using multiple guidelines as listed above.
Knowledge-Program
Demonstrates clear understanding of Academic Advising practices and records management within the university. Demonstrates in-depth knowledge of Academic Policies and Procedures with University College Academic Advising and Orientation and across the university. In addition, demonstrates knowledge regarding university resources to address any Academic Advising and Orientation questions, concerns, and issues. Provides university information and acts as a resource for others within the university community.
Type of Position
Permanent Full-Time
Staff/Non-Faculty
Staff/Non-Faculty
Work Schedule/Hours
Monday – Friday, 8:00 am – 5:00 pm. Eligible for 2 remote days in a week after the completion of 6 months of employment. Occasionally overtime may be required during peak advising times.
Number of Hours Per Week
40
Number of Months Per Year
12
Physical Demands of Position
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level
Journey
Salary Grade Equivalency
GN06
Anticipated Hiring Range
$38,127 - $41,338
