Records Specialist

This position provides front-line customer service in the Records Office for students, faculty, and staff. Performs a variety of academic records related and registration support activities, using various information systems to enter, retrieve, and analyze data, create and transmit reports and process student records. Serves as a key member of the Prescott Office of the Registrar team.

Job Responsibilities:

• Register students for academic courses to complete degree requirements. This includes Cooperative Education, Exchange, Study Abroad, Directed Studies, and any special programs. Assist and train students on the registration process. Decipher any computer/ineligibility errors preventing access to the web registration system, advise and assist students with any eligibility messages.
• Register students for Worldwide Online courses as needed; coordinate with Worldwide Online on late registration authorizations, and/or availability of courses.
• Process Intra-University Transfer Requests.
• Review and process student withdrawals from their classes.
• Determine if students qualify to enroll for up to 18 credit hours, with no increase in tuition for hours over the block.
• Process official transcript requests both in person and through the electronic ordering system, Parchment. Audit transcript to ensure academic data entries were posted correctly before releasing official transcripts of academic records. Provide monthly reporting for transcript values and authorizations.
• Manage National Student Clearinghouse report transmissions and data integrity.
• Verify student enrollment to various authorized parties.
• Process Enrollment Verification Requests and Honor Level Updates.
• Create/modify residential classes in Campus Solutions, including section-specific notations, and assignment of classroom facilities. Assist in effectively matching academic needs for classroom space with available facilities.
• Create/modify course requisites programming in the course catalog to ensure students meet course requirements and assign student enrollment appointments for upcoming class registration cycles.
• Partner with IT personnel on the review, implementation, configuration, and testing of new or existing products or processes related to the student information, scheduling, imaging, and other related systems.
• Assist with end-of-semester academic processes, including electronic notification to students/campus departments of those placed on academic standing, incomplete grades, and those failing to meet course requisites for the upcoming semester.
• Maintain the Records and Registration web page to include academic policies and procedures, online forms (electronic forms), and PDF forms accessible 24 hours.
• Responsible for the oversight of document preparation, scanning, indexing, quality assurance, and electronic transfer of imaged data into appropriate workflow queues to complete various student academic requests.
• Work with Assistant Registrar, Associate Registrar, Sr. Associate Registrar, University Registrar and other Records Specialist to create course sections each semester. Includes direct studies, cooperative education, and summer abroad courses. Sets up course requisites. Works with College Department Chairs to analyze course space utilization and course conflicts that do not meet their class change requests. Reviews/attach specified fees to unique courses.
• Register students for academic courses to complete degree requirements. Assist and train students with the registration processes and resolve any registration conflicts.
• Creates mid-term/final grade rosters for faculty, provides faculty instructional aides and assists faculty in the grading process.
• Verify academic data to certify athletic teams to determine eligibility for NAIA current/future semesters. Coordinate with coaches, Athletic Director and Faculty Athletic Representative to resolve student eligibility issues.
• Creates various reports for internal department/outside agencies on academic requests.
• Frontline customer service for student enrollment at Prescott.

• High school (or GED) level ability in spelling, grammar, basic composition, and math.

• 1-3 years of work related experience.