Specialist, Academic Records
Summary:
The Academic Records Specialist is responsible for performing day-to-day front-line operations and delivering high quality customer service in the Registrar's Office. Specific responsibilities include, but are not limited to, answering and responding to telephone calls; managing and maintaining the Registrar's Office email account and calendar; sorting, opening, and distributing mail delivered to the office; preparing and providing official/unofficial academic transcripts, degree/enrollment verifications, and diplomas upon request; registering students; maintaining data in the student records database and correcting discrepancies; receiving and distributing student forms; maintaining office equipment and supplies inventory and ordering as requested; monitoring and updating the Registrar's Office portal site; scanning records and other documents; and researching problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned. Adherence to the Family Education Rights and Privacy Act (FERPA), as amended, and all University policies is essential in ensuring the integrity, accuracy, and confidentiality of all student data. The Specialist serves as a member of the Registrar's Office team and supports overall operations, events, and initiatives as assigned. This position will also serve as the secondary School Certifying Official (SCO) within the Office of the Registrar.
Department: Registrar's Office
Education/Experience:
Associate’s degree is required plus two years of related work experience in records and registration, or an equivalent combination of education and experience. Experience in higher education is preferred.
Knowledge/Skills/Ability:
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Highly organized with critical focus on detail, accuracy, and efficient workflow.
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Ability to handle confidential and sensitive information appropriately, and to maintain strict confidentiality.
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Excellent oral and written communication skills, strong customer service orientation, and ability to interact with a wide variety of people in a friendly, professional manner.
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Excellent interpersonal and cultural competency skills and demonstrated ability to communicate professionally with diverse constituencies.
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Ability to work effectively under pressure and to meet deadlines.
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Demonstrated ability to multi-task, set priorities, and make sound judgments.
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Demonstrated ability to work independently and as a member of a team.
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Proficient in using Microsoft Office applications.
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Experience using student information systems (e.g. Ellucian Colleague) and other web-based student platforms.
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Excellent work ethic, with strong organizational, reasoning, and problem-solving skills.
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Strong commitment to integrity, excellence, learning, and community.
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Strong commitment to professional development.
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Ability to travel between campuses as needed.
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Ability to work evenings and weekends as needed.
Physical Requirements:
Light work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sedentary work: data entry, talking, hearing, repetitive motions. Close visual acuity. Not substantially exposed to adverse environmental conditions.
Essential Functions:
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Serve as a primary point of contact for inquiries and visitors to the Registrar’s Office, and provide excellent frontline customer service.
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On a daily basis, answer and respond to telephone calls; check voicemail and return calls; manage and maintain the Registrar’s Office email account and calendar; sort, open, and distribute mail delivered to the office.
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Follow FERPA standards, relevant accreditation standards (Middle States Commission on Higher Education, Maryland Higher Education Commission), and University policies, practices, and procedures. Maintain strict confidentiality regarding all aspects of the position.
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Use Ellucian Colleague accurately, effectively and efficiently to perform job duties.
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Receive, distribute, and process all relevant forms quickly and accurately.
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Maintain office equipment and supplies inventory, place orders as requested, and provide receipts to the Registrar.
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Produce academic transcripts and degree/enrollment verifications on a daily basis
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Produce transcript reconciliation reports and send to the Business Office on a monthly basis.
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Research problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned.
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Perform enrollment actions, including but not limited to, adding, dropping, or withdrawing student classes.
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Manage the registration process for new, non-degree seeking students.
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Scan student records and other documents on a daily basis.
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Provide support for students and faculty in the use of student success software platforms as directed.
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Maintain accurate data in the student records database for both general and military-connected student populations; utilize Ellucian Colleague and Entrinsik Informer to generate, review, and analyze reports, correct discrepancies, and ensure compliance with enrollment and certification requirements. Monitor and update the Registrar’s Office portal site.
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Serve as the University’s secondary School Certifying Official (SCO) for students using VA and DoD education benefits. Submit enrollment certifications through VA-ONCE/Enrollment Manager, monitor enrollment, and report changes in compliance with federal, state, and institutional guidelines.
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Maintain working knowledge of VA and DoD regulations, SCO handbook guidance, FERPA, and applicable accreditation standards. Complete required SCO training and support compliance surveys, audits, and annual reporting requirements.
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Coordinate military education benefit processes with Student Accounts, Financial Aid, Admissions, and academic units to resolve enrollment, billing, and eligibility issues, including support for DoD Tuition Assistance (TA) processes.
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Provide specialized support to military-connected students by assisting with benefit navigation and ensuring accurate registration aligned with VA and DoD eligibility requirements, while contributing to continuous process improvement and service delivery.
Reports To: Associate Registrar, Systems, Data, and Technology
Work Location: Owings Mills
Position Category: Staff
Position Type: Full-Time
Months/Year: 12
Hrs/Week: 40
FLSA: Non-Exempt
Hiring Salary Range: Anticipated to be $20.19-$20.63 per hour ($42,000 - $45,000 annualized)
Close Date:
Open Until Filled: No
To be considered for this position please visit our web site and apply on line at the following link: stevenson.peopleadmin.com
EOE/AA Employer of Minorities/Females/Veterans/Disability
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