Student Records Specialist

Providence College
Rhode Island, United States
Salary Not Specified
Posted date
Aug 26, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Curriculum & Instructional Development, Other Academic Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs
Employment Type
Full Time
Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Title Student Records Specialist Overview
Provide administrative support to Office of the Registrar. Essential Duties:
  1. Process all adjustments to student academic records for day school UG, SCE, and Graduate schools; including inputting new grades, grade changes, academic program adjustments, schedule changes, student attributes, and National Student Clearinghouse verifications and updates.

  2. Input and maintain departmental Honor Societies in Banner, and contact departments to request and confirm the names of students who should be listed as member of that department’s honor societies each spring. Proof the commencement program for College Events to verify that the program is accurate.

  3. Manage all graduation procedures for May and December graduations of all levels including the following: attach graduate fees for SCE /Grad/UG classes, build and edit graduation records to reflect current academic program; and confirm and designate diploma names in Banner. Order diplomas and replacement diplomas, serve as primary contact with the Josten’s representative and dealer, utilize the Josten’s website to upload excel spreadsheets for diploma ordering, and contact students for current addresses and mail released diplomas.

  4. Order all departmental supplies from W. B. Mason online. Research and contact vendors in order to purchase large items for the office. Complete and submit all purchase requisitions and accounts payable vouchers, including PO requests and invoices, and maintain files for office.

  5. Maintain Social Security Number project. With direction from the Bursar, contact students with missing social security numbers, send follow up emails, and update in the National Student Clearinghouse as required. Obtain list of missing ssn’s from the Sr. Associate Registrar for follow-up, and maintain these files.

  6. Place Education stamps on students transcripts from lists received from the Education Department, and TCP (Teacher Certification Program) stamps from lists received from the School of Continuing Education. Cross-train in GR/ SCE applications in order to cover for the responsible person during absences.

  7. Responsible for training students to use our Banner Document Management System, and for troubleshooting with IT if there are any technical issues

  8. Assist Institutional Advancement in finding archived degree records and obtain and verify statistical academic data on former students; assist in the supervising of assignments of work study students.

  9. Test Banner upgrades and troubleshoot Banner issues specific to areas of responsibility. May identify and make recommendations for additional or modified departmental systems. With approval, may design and implement new or modified systems.

Marginal Duties:
  1. Coordinates internal and external attendees’ calendars, schedules, filing systems and records that may include confidential information.
  2. Perform all other duties as may be required.
Education and Experience Required
  • High School education or equivalent.
  • 2-3 years of related experience or an equivalent combination of technical school education and experience.
  • Familiarity with the Banner system, Excel, access, and Apex databases.
  • Ability to work independently and to prioritize work while juggling multiple tasks.
  • Experience working with matters of a confidential nature in accordance with the Family Educational Rights and Privacy Act ( FERPA ).
  • Working knowledge of word processing and database systems required.
  • Excellent interpersonal and organizational skills with strong attention to detail.

Physical Demands Employee Status Full Time Union Status Non-Union Shift: If other, please enter regular schedule. EEO Statement
Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.
Requisition Number AS515P Closing Date Open Until Filled Yes Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have experience with the Ellucian Banner System?

    (Open Ended Question)

  2. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  3. * How many years of experience do you have working in an office environment?
    • 1-2
    • 3-5
    • 6-8
    • More than 10
  4. * Please describe in detail how your background and experience would be applicable for this position in a College/University setting

    (Open Ended Question)

  5. * If you have not had higher ed experience, please explain your interest in working in this environment.

    (Open Ended Question)

Documents Needed To Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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