Records Specialist

Records Specialist


Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Primary Duties and Responsibilities:

Job Title: Records Specialist


Department: Office of the Registrar


Reports to: Senior Associate Registrar


Status: Full-Time, Benefit Eligible


Location: Lisle Campus

Position Summary: The Records Specialist is the front line staff member who greets and provides students, staff and faculty with friendly customer service. This person will also provide information related to registration, answers phones in a professional and courteous manner, assists with maintaining physical student files in the records room, updates electronic student files, processes transcript requests, processes changes to academic records in PeopleSoft and maintains student database information. The Records Specialist is also responsible for maintaining the office forms and may update the website content.

Essential Job Responsibilities:

1. Create a warm and welcoming Office of the Registrar environment for students, faculty and staff. Provide exemplary customer service to all campus constituents. Process withdrawal and leave of absence forms. Process verifications and transcript requests and troubleshoot related issues while working with external vendors. Oversee mailings, inter office mail, and process returned mail. Assist students with online registration, verification, and completion of forms.

2. Update changes in student's academic records in PeopleSoft (such as academic program plan, subplan, advisor, student group, service indicators, and expected degree terms). Post grade rosters and reach out to instructors to resolve grading issues. Process add/drop, leave of absence and Change of Academic Plans (CAP) requests. Assist departments with registration such as permission numbers, mass enrollment requests, off-campus programs enrollment, and troubleshoot registration problems. Update student demographic data requests. Process FERPA forms.

3. Organize the student records' electronic and physical file rooms. Monitor the flow of student files from the records room, activate student files, and archive student files after graduation or discontinuance, maintain student files, including new, active, and inactive files. Handle any electronic storage of student records. Pull files as needed.

4. Troubleshoot and adjust PeopleSoft student enrollments. Assist with PeopleSoft and other records system testing. May help with preparation, dissemination, and tracking of graduation audits. May post transfer credit and other external credit into PeopleSoft. Guide students and other campus community members on basic PeopleSoft processes.

5. Provide various Student Information Systems reports and queries as requested by the University Registrar and/or Associate Registrar for campus community.

6. Manage student appeal process including intake and correspondence on behalf of office.



Other Functions:
1. Provide excellent customer service to students, staff, faculty and other visitors while observing FERPA regulations.

2. Assist at graduation ceremonies and other university and registrar events as needed.

3. Assist with general office coverage including answering phones, voice mails, and lunch breaks.

4. Serve as back-up to Assistant Registrars as needed.

5. Attend and participate in professional development opportunities both on and off campus.

6. Other duties as assigned.

Required Qualifications:



Education: High School Graduate/GED Required, Bachelor's Degree Preferred


Experience: Bachelor's Degree or equivalent work experience. Minimum two years of experience in an education setting preferred.


Specific Skills: Computer proficiency (Word, Excel, Access, Outlook, web proficiency) required. Person needs to be a self-starter, self-directed, detail-oriented, have the ability to multi-task. Strong interpersonal, organizational, phone, and writing skills are required as well as an attitude of serving and putting the students first.

Additionally, the ideal candidate will possess the following attributes:
1. Excellent interpersonal skills.
2. Excellent communication skills, both oral and written.
3. Excellent problem solving skills.
4. Careful attention to detail.
5. Ability to maintain confidentiality of records.
6. Ability to work independently and dependently within a team.
7. Ability to handle frequent interruptions.
8. Ability to meet deadlines.
9. Ability to handle difficult inquiries with students and/or parents.
10. Ability to type, spell, and use grammar properly in correspondence and documents.
11. Be responsible for appropriate interpretation and application of academic policies and regulations as published in the Benedictine University academic catalogs.
12. Ability and willingness to work with ease across diverse populations, cultures, and geographies.

Physical Requirements: Per Gov. Pritzker's Executive Order proof of vaccination or weekly COVID19 testing is required.

Working Conditions: Busy office environment, filing, bending, sitting, phones, computer work.

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Benedictine University is an Equal Opportunity Employer.