Enrollment and Academic Records Coordinator

Job Type:Staff

Job Description:

The Enrollment and Academic Records Coordinator performs complex work in administering processes and providing services related to student academic records, registration, class scheduling, enforcement of academic regulations, etc.

Essential Duties and Responsibilities:

  • Provides effective customer service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to registrar functions and applying that knowledge to the provision of information, problem solving, and information processing.
  • Responsible for processing and maintaining academic records and student information associated with registration activities in an institution of medical higher education; needs to understand the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.
  • Follow policies and procedures to ensure that student and class record data is entered, processed, utilized, and stored properly both internally and externally. Maintain active and inactive student files in electronic document management system.
  • Assists with student and faculty enrollment and class scheduling.
  • Manages and/or facilitates the grade entry process while interfacing with faculty and departments to ensure grades are accurately entered and maintained in the student information system.
  • Coordinate with staff, faculty and students regarding status changes to determine all pieces of pertinent information (example: student last dates of attendance) to support federal enrollment reporting guidelines and processes.
  • Assist in the management of the Electronic Residency Application System (ERAS) process, along with other medical education online processes (FSMB, NBME, NBOME, etc).
  • Process unofficial and official student transcript requests.
  • Supports registrar functions by assisting with processes related to commencement, proofreading various schedules, publications, processing transcript requests, filing, transitioning, and purging of records, processing incoming and outgoing mail, and other clerical tasks.
  • Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the supervisor.
  • Coordinate and effectively communicate all registrar/enrollment services related issues with the enrollment services team.
  • Contributes to the overall success of the Registrar’s Office by performing all other duties as required.


Supportive Functions:

  • Other tasks as assigned
  • Participate in developing Registrar/Enrollment Services department goals, objectives, and systems
  • Actively participate in Registrar/Enrollment Services and Student Services team meetings along with various University meetings


Qualifications:

  • Bachelor’s degree required.
  • At least four years of responsible office experience is required.
  • Experience requiring the administration of complex processes and the independent decision-making is preferred.
  • Applicant must be able to demonstrate attention to details.
  • Applicants with medical and/or higher education experience preferred.
  • Ability to handle calls and face-to-face inquiries in a friendly and professional manner is required.
  • Computer literacy in the use of personal computers and/or mainframe computers is required and includes keyboarding ability and a functional knowledge of word processing, spreadsheets, data entry, or database management.
  • Strong written and verbal communication skills; the ability to operate electronic, photocopier or other standard office machines, maintain complex filing systems and records, and make complex arithmetic calculations and reconcile records are required.
  • Ability to regularly interface with, train, and review the work of others is required.


Effort: Clerical positions are primarily sedentary. Keyboarding is required on a daily basis, which may be extensive at times.

Physical Requirements:

  • Physical dexterity sufficient to use hands, arms, and shoulders repetitively to operate a keyboard and other office equipment, use a telephone, access file cabinets and other items stored at various levels, including overhead
  • Ability to speak and hear well enough to communicate clearly and understandably with sufficient volume to ensure an accurate exchange of information in normal conversational distance, over the telephone, and in a group setting
  • Ability to continuously operate a personal computer for extended periods of time (4 or more hours)
  • Mental acuity sufficient to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions


The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

KCU is committed to promoting an equal employment opportunity workplace. Equal opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without discrimination on the basis of race, color, religion, sex, age, national origin, genetic information (GINA), physical or mental disability, pregnancy, sexual orientation, gender identity, marital status, familial status, ancestry, military and/or veteran status, and/or any other status protected by applicable Federal, state or local law.

Annual Security Report

KCU is committed to providing a safe campus for students, faculty, and staff. Our annual campus security report lists campus crimes and statistics for the campus and public areas around campus for the last three years, in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

Thank you for your interest in a career at KCU!

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