Records Specialist

Job Description

About Embry-Riddle Aeronautical University:

At Embry-Riddle, we take pride in our position as the world's largest and most comprehensive university dedicated to aviation and aerospace. Located in Daytona Beach, Florida, and Prescott, Arizona, our esteemed residential campuses offer a prestigious educational experience. However, our commitment to education knows no borders as our Worldwide campus expands our reach globally, providing a world-class education online and at approximately 110 locations across the United States, Asia, Europe, and Central and South America. This breadth of reach ensures that students can access our exceptional programs without geographical limitations.

With a history spanning nearly a century, we have continually adapted to the dynamic needs of the industries we support. In the Academic Year 2022-23, we welcomed over 11,100 students to our residential campuses and over 19,000 students at our worldwide campus.

Join our global community and embark on a journey of academic excellence and limitless possibilities. Employees working more than 30 hours a week can enjoy medical, dental and vision benefits, an amazing retirement plan with immediate vesting that includes a 6% gift and up to 4% match, free tuition for employees and their immediate family members, and a generous personal leave program. To find out more about our benefits and why ERAU has been named a “Great College to Work For” for 13 consecutive years, visit our careers page .

The Opportunity:

The Records Specialist is a front-line, customer-oriented, varied position. This position reports to the Assistant Registrar and performs complex and in-depth work and provides a variety of student academic support activities in the Office of the Registrar for the Daytona Beach campus. The Records Specialist provides excellent customer service to students, faculty, and staff. This position plays a vital role in maintaining accurate records by modifying, updating, and interpreting information in the student information system. The Records Specialist applies academic policy and procedural regulations to a variety of situations and investigates and resolves reported errors in academic records.

Responsibilities include the following:

• Utilize current student information system, Parchment transcript system, and all other ancillary record systems to accurately retrieve and update student academic records. Performs complex academic records requests including, but not limited to, class registration, graduation applications, academic evaluation requests, transcripts requests, grade changes, program and minor changes, and enrollment verifications requests from various agencies. Ensure accuracy of record keeping by routinely verifying work products.
• Provide stellar customer service by having a thorough understanding of academic regulations, rules, policies, and procedures related to Registrar functions and applying the knowledge to the provision of information, problem-solving, and information processing. For example, process student record requests, process student enrollment requests from students and various agencies, and generate official ERAU transcripts for active and inactive students.
• Respond to Registrar inbox emails, direct emails, Call Center escalations, and Teams channels to assist students and other campus stakeholders regarding advanced course registration. Responsible for counseling appropriate students and personnel on individual student record matters. Requires a broad base knowledge of all procedures and policies, i.e. withdrawals, registrations, grades, matriculation, and transcripts.
• Responsible for processing flight grades, registration, and all flight certificates/ratings awarded by the Federal Aviation Administration (FAA) to the student’s academic record. Clarify and confirm accuracy of transactions with the Flight Department as necessary.
• Review and process official transcripts received from other higher education institutions for the application of transfer credit in consultation with Academic Evaluators.
• Analyze student records, system processes, and document outcomes from system testing and integration strategies for PeopleSoft Student Information System.
• Audit student records to identify discrepancies and collaborate with supervisor to achieve resolution.
• Maintain confidentiality of student records in compliance with the Family Education Rights and Privacy Act (FERPA) and take measures to protect official records from unauthorized release, accidental damage, or disposal.
• Archive, retrieve, and interpret student record information from University Imaging System. 5%
• Perform other duties for the department as needed.

Secondary Job Functions:

• Serve as a member of various office and/or campus committees.
• Assist with office events as assigned.

Qualifications

Required Qualifications:

• High school diploma or GED.

• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Ability to develop detailed knowledge of ERAU academic policies, procedures, standards, and curricula.
• Ability to relate to students, faculty, and staff in a helpful and professional manner.
• Possess effective oral and written communication skills.
• Possess the ability and knowledge necessary to conduct detailed analysis of academic records.