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 _____________________ (printed name) Employee Signature _________________________________________________ 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.
