To be considered for this role, all candidates must submit a formal application here: https://sgu.csod.com/ux/ats/careersite/7/home/requisition/1354?c=sgu
The Records Coordinator is responsible for updating and maintaining the student record. The Records Coordinator works to ensure that all student files contain the appropriate documentation and are sorted and accessible according to the record retention policy. This position ensures all documentation is filed and scanned accordingly. In addition, this position is responsible for processing mail for the Office of the University Registrar and the Office of Clinical Education Operations. The Records Coordinator works to ensure compliance with published policies and procedures, as well as accuracy relating to all student academic records. Additionally, the Records Coordinator will deliver professional customer service to all stakeholders, including but not limited to, students, faculty and staff and will execute all functions in compliance with the Family Educational Rights and Privacy Act (FERPA). This position reports to the Associate Registrar, Operations and Record Management.
Essential Functions
- Accurate and timely processing of information in university systems such as OnBase, Banner and other systems used for recordkeeping of final credit awards, graduation, academic letters, enrollment paperwork, Dean's List processing, etc.
- Processes and maintains official records; answers specific questions regarding records; ensures that records are accurate and complete; and investigates and resolves any questions or discrepancies
- Processing mail for the Office of the University Registrar and the Office of Clinical Education Operations. Ensures mail is tagged, recorded, scanned, delivered to the appropriate personnel.
- Purge student files based on the Record and Retention policy. Ensures all documentation is correctly purged.
- Retrieves student files based on requests from SGU/USS staff as well as auditors.
- Ensures all documents are filed and scanned within 72 hours of receipt.
- Receives student files from Admissions and review files for completion. Track students with missing documentation, communicate requirement details and deadline, and process holds accordingly.
- Creates new student files for all incoming students after late registration is completed. All new student files to be created within one month of late registration.
- Serve as a one-stop shop for any requests for student files.
- Work closely with the Associate Registrar, Operations and Record Management on nomenclature for OnBase.
- Respond to students needs and queries via email or over the phone.
- Other duties as assigned by Associate Registrar/Deputy Registrar/University Registrar.
Essential Knowledge, Skills & Abilities
- Excellent interpersonal, organizational and communication skills.
- Ability to work with a diverse population.
- Commitment to teamwork.
- Ability to collaborate effectively with university departments and cross-functional teams.
- Strong computer skills.
- Excellent organizational, analytical, and administrative skills are essential along with the ability to effectively communicate to various constituencies.
- Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint and the ability to learn new software programs.
- Familiarity with Registrar best practices related to degree auditing and other records and registration policies and procedures.
- Exceptional customer service skills and ability to advise and counsel students.
- Ability to maintain a high level of accuracy and attention to detail.
- Ability to handle complex and highly sensitive materials and to foster a culture of confidentiality throughout the office.
- Excellent oral and written English communication skills; including active listening skills.
Qualifications
- Bachelor's degree and 1-2 years of experience in a student services office with an in-depth understanding of student records administration. An equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved may be considered.
- Experience interpreting policies and implementing processes to maintain compliance.
- Understanding of FERPA and knowledge of privacy and confidentiality rules as they relate to student information.
- Advanced skills in MS Word, Access, Excel, and PowerPoint.
Work Environment/Physical Demands
- This job is performed at a work station in a positive, creative and collaborative environment that may sometimes become quite noisy.
- This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets.
- The ability to maintain good concentration while dealing with interruptions.
Hours and Travel
- A typical work week is 37.5 hours Monday through Friday 9am to 5pm.
- Ability to work evening hours and occasional weekends as needed.
- Travel as needed.
Job Type: Full-time
Pay: $17.87 - $21.03 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Work Location: In person