Records Specialist
Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.
Job Title: Records Specialist
Department: Office of the Registrar
Reports to: Associate Registrar
Status: Full-Time, Benefit Eligible
Rate: $17.00 - $17.25
Location: Lisle Campus
Position Summary: TheRecords Specialist serves as front-line representative of the Office of the Registrar, providing friendly and professional customer service to students, staff, and faculty. This role is responsible for the reception area of BenCentral and provides many supportive roles in the office including assistance with course registration, answering phone inquiries courteously, and assisting with the maintenance of student records. Duties include processing transcript requests, updating academic records in PeopleSoft, and managing student database information. The Records Specialist also maintains office forms, supports the training of student workers, and may contribute to updating website content.
Essential Job Responsibilities:
1. Front-Line Student Services and Support
- Create a welcoming and supportive environment in the Office of the Registrar and Ben Central for students, faculty, and staff.
- Deliver outstanding customer service to all campus constituents.
- Oversee the receipt and processing of academic forms, including changes to academic plans, incomplete grade requests, withdrawals, university withdrawals, and leave of absence requests.
- Process education verifications and transcript requests, resolving issues in coordination with external vendors.
- Manage mail operations, including outgoing mailings, internal office mail, and returned mail.
- Assist students with navigating the student portal and website, answering registration and graduation questions, verifying information, and completing forms.
2. Student Academic Records Management
- Review and update student academic records in Salesforce and PeopleSoft using critical thinking and attention to detail.
- Modify student data such as academic program plans, advisors, student groups, service indicators, and expected degree terms.
- Post grade rosters and follow up with instructors to resolve grading issues.
- Process requests for course add/drop, university withdrawals, leaves of absence, and academic plan changes.
- Support departments and Registrar Office staff with registration-related inquiries, including permission numbers, off-campus program enrollments, and troubleshooting.
- Update student demographic data and manage FERPA forms when student workers are unavailable.
- Run and save student admission letters.
- Enter non-traditional student applications into PeopleSoft and Salesforce.
- Manually withdraw applications from systems prior to term start.
- Review student files for completeness using the registered student report.
3. Records Organization and Maintenance
- Organize and maintain both electronic and physical student records.
- Activate new student files and archive records for graduates or discontinued students
- Process and store submitted transcripts and credentials, ensuring proper application to student records or departmental stakeholders.
- Navigate between Salesforce and PeopleSoft to apply credentials and update records.
- Run semester queries to verify record accuracy, including for students returning from leave or marked inactive.
- Retrieve student files as needed.
4. System Support and Process Improvement
- Update routine “How-To” guides for assigned procedures and policies.
- Collaborate with the processing team to troubleshoot onboarding and enrollment issues in PeopleSoft.
- Assist with system testing for PeopleSoft and other record-keeping platforms.
- Support graduation audit preparation, distribution, and tracking.
- Audit the TCE Outbox and post transfer credit in PeopleSoft.
- Update shared Teams spreadsheet with credit evaluation status.
- Provide guidance on basic PeopleSoft processes to students and campus community members.
5. Reporting and Data Requests
- Generate and provide student information system reports and queries as requested by the University Registrar.
6. Student Appeals Assistance
- Assist the Registrar with the student appeal process, including intake and correspondence on behalf of the Registrar’s Office.
Other Functions:
- Provide exceptional customer service to students, staff, faculty, and visitors while adhering to FERPA regulations.
- Work with the Peoplesoft team to conduct system testing.
- Design and produce reports as needed.
- Work with Institutional Research to provide data for external reporting as requested.
- Attend and participate in professional development opportunities both on and off campus.
- Assist as graduation ceremonies and other university and registrar events as needed.
- Assist with general office coverage including answering phones, cover the registrar inbox and answering questions in person from students and other stakeholders as needed.
- Other duties as assigned.
- Serve as a backup to Assistant Registrars as needed.
Required Qualifications:
Education: High School Graduate/GED Required, Bachelor's Degree Preferred
Experience: Minimum two years of experience in an education setting preferred.
Qualifications: Proficiency in Microsoft Office applications (Word, Excel, Access, Outlook) and web-based tools required.
Specific Skills: Strong interpersonal, organizational, phone, and written communication skills.
Ability to work independently, manage multiple tasks, and maintain attention to detail. Demonstrated commitment to providing excellent customer service with a student-first mindset. Self-motivated and capable of working in a fast-paced environment.
Specific Knowledge, Licenses, Certifications: N/A
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 touch, 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. Use of computer screen, phone and customer service. May require bending, or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
The following of campus specific guidelines for pandemic protocols are required.
Travel (If applicable): No
Supervisory Responsibility (if applicable): N/A
Working Conditions: General Office work environment
Training: As a university employee, you are required to complete all University-specific and/or OSHA related training to fulfill your job duties. Specific training will be conducted online or in person. Employees must complete all training required by Benedictine University.
Employee Benefits Package:
We are pleased to offer the following benefits to support your health, well-being, and professional growth. Please note that benefits are subject to change and eligibility requirements may apply:
- Health Insurance: Comprehensive medical, dental and vision coverage to support your health needs.
- Disability Insurance: Protection for both short-term and long-term disability.
- Life Insurance: Financial security for your loved ones in case of the unexpected.
- Paid Time Off (PTO): Generous paid vacation, sick leave, and mental health days.
- Retirement Plans: Save for your future with our retirement savings options.
- Mental Health Support: Access to counseling and resources for mental well-being.
- Tuition Reimbursement: Financial support for your education and professional development.
- Financial Wellness Advisors: Personalized advice to help manage and plan your finances.
- Employee Assistance Programs (EAP): Confidential support for personal or work-related challenges.
Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. The following of campus specific guidelines for pandemic protocols are required.
Benedictine University is an Equal Opportunity Employer.
