Student Records Manager

TITLE: Student Records Coordinator

DEPARTMENT: Office of the Registrar

REPORTS TO: Registrar

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Non-Exempt

JOB SUMMARY:

The Office of the Registrar is currently seeking a qualified Records Coordinator. This position has primary responsibility for all aspects of the Office of the Registrar's student academic records including maintenance and review of records, schedules, transcripts, and administration of the office's electronic document management system, storage and access to off-site records, and review of disaster recovery policies.

ESSENTIAL JOB FUNCTIONS:

• Coordinates records maintenance projects and preparation of all parts of the student record
• Preserves files organized and up to date in compliance with regulations on record retention; retrieves records for processing and re-filling
• Maintains logs of records release transactions initiated by other departments
• Provide quality student service to ensure the confidentiality and accuracy of student records
• Acquires a knowledge and understanding of the university's academic policies and curricula
• Responds to inquiries by telephone or letter regarding academic standing and enrollment verification
• Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration and records; may refer customers to the appropriate university department
• Performs miscellaneous job-related duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to maintain confidentiality of records and information
• Knowledge of the rules, regulations, and laws regarding student records
• Knowledge of best practices in the field of archived and digitalized records
• Ability to provide excellent customer service
• Records maintenance skills
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Excellent written and oral communication skills, strong attention to detail to ensure accuracy, strong analytic and problem-solving skills, ability to multitask, effectively prioritize work, and adjust to changing workloads and deadlines
• Skill in the use of operating basic office equipment.
• Proficiency in the use of Microsoft Excel and Word is required; skill in the use of computerized student information systems, such as Banner, is strongly preferred

SUPERVISORY RESPONSIBILITY:

• This position does not have supervisory responsibility.

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Work is normally performed in a typical interior/office work environment.
• Ability to lift 15-20 pounds.
• No or very limited exposure to physical risk.

OTHER DUTIES:

• Perform other duties as assigned.

QUALIFICATIONS:

• An Associate’s degree with a minimum of four (4) years experience working with records in an educational setting.
• Bachelor’s degree preferred.

Licensing and Certifications: NA

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa.

Internal Candidates are Encouraged to Apply.

ACKNOWLEDGMENT

I have received, reviewed and fully understand the job description for ____________________. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described. 





Employee Name __________________________________________ Date _____________________
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KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.