Department: Administrative Support
Job Type: Staff
Status: Exempt
Deadline: Until Filled
Asbury University is looking for a qualified candidate to fill the open Academic Records System Coordinator position.
Apply at jobs.asbury.edu
Job Title: Academic Records System Coordinator
Reports to: University Registrar
FLSA Classification: Exempt
Job Purpose:
The Academic Records System Coordinator leverages analytical and technical expertise to manage University academic records systems from initial enrollment through graduation. This position exercises independent judgement in maintaining and evaluating student academic data across multiple technology platforms including the Student Information System (Anthology Student), the Degree Progress Audit (Student Portal), Slate CRM, the CollegeSource Transfer Equivalency System, and Curriculog. The Academic Records System Coordinator interprets complex academic data, configures system logic, and collaborates with Information Technology to implement technology‑enabled solutions that support seamless academic data workflows across departments. This position plays a critical role in maintaining the reliability of institutional data structures, troubleshooting advanced system challenges, and driving innovation in academic records management. An important part of the position is supporting the ministry and mission of the University and advancing the academic excellence and spiritual vitality of our University and students. Each employee plays an important role in the development of the Christian faith in our students.
Essential Functions:
- Serves as the primary authority for all undergraduate Degree Progress Audit record reviews and updates, including individual student audits at matriculation and after program changes, as well as batch updates for standardized academic requirements.
- Interprets approved curricular changes and independently configures new academic programs, areas of study, courses, and course lists within the Student Information System (SIS) using advanced system logic.
- Functions as the Registrar’s Office technical liaison to Information Technology, conducting advanced system testing, documenting and diagnosing issues, and implementing solutions that enhance performance across technology platforms.
- Oversees degree application process for undergraduate students, analyzes student records for graduation eligibility, and posts degree conferrals to the academic record.
- Executes complex SIS updates affecting enrollment and academic status, including program changes, substitution/waiver entries, application of institutional credit, and other data elements requiring high‑level accuracy and discretion.
- Works closely with Associate Registrar to manage the SIS academic record module background configuration, ensuring data consistency across interconnected system components such as term and catalog year setup, registration controls, system workflows, and electronic student documentation.
- Provides expert guidance to faculty advisors and current students regarding degree requirements, curriculum structure, and the Degree Progress Audit.
- Applies advanced analytical thinking to evaluate system workflows, identify inefficiencies, and recommend technology‑based improvements that enhance operational effectiveness.
- Prepares and delivers training for Registrar’s Office staff and campus partners regarding important system functionality and processes.
- Develops and maintains comprehensive technical documentation for SIS and Degree Progress Audit processes, system maintenance, and recurring operational tasks.
- Collaborates with undergraduate Admissions to receive, evaluate, and process incoming and returning student data. Plans, organizes, and prepares individualized student materials for office participation in freshman orientation events (Eagle Days).
- Assists the Registrar and Associate Registrar in monitoring student performance and sends communications related to any violations of policies or regulations, including probations and suspensions.
- Supports undergraduate students with enrollment, registration, and course scheduling details. Identifies applicable institutional resources to help students reach their academic goals. Provides outstanding service to students and other internal and external constituents.
- Regular and punctual attendance at work.
- Must be available for evening and weekend registration, as requested, and for Baccalaureate and Commencement activities.
- Other support duties or special projects, as needed.
Physical Requirements:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
Position Type/Expected Hours of Work:
This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m.
Travel:
No travel is expected for this position.
Qualifications:
- Bachelor’s degree from an accredited college is required.
- Strong computer skills, including MS Word, Excel, and Outlook. Ability and interest in learning new technology systems is a must.
- Proactive and solutions-oriented approach to work.
- Excellent interpersonal, written, and oral communication skills.
- Strong analytical and organizational skills; attention to detail.
- Proven customer service skills, with the ability to kindly explain and uphold policy.
- Ability to uphold FERPA and keep information confidential required.
- Independent judgment and administrative assistance experience necessary.
- A committed and dynamic Christian faith is vital along with the ability to support the University’s theological position, lifestyle standards and mission.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Institutional Commitment:
Asbury University is an independent, Christian, liberal arts university in the Wesleyan-Holiness tradition. In the desire to be a more inclusive community, reflective of the Kingdom of God, we especially encourage applications from women and from candidates from various ethnic backgrounds. At Asbury University, employees must display a committed and dynamic Christian faith along with the ability to support the University’s theological position, lifestyle standards, and mission. Candidates must agree, support and adhere to University policies and procedures – including the Faculty Manual, Community Standards Guidelines, Human Sexuality Statement, and the Standard of Conduct for employees. Asbury University does not discriminate on the basis of race, national origin, gender, or handicap in its educational programs, activities, or employment practices.
