Job Title:

Academic Records Coordinator

 Kent Campus - Kent, OH

Salary:

 $37,284 - $41,000

Basic Function:

Coordinate academic records activities impacting one or more areas of the Office of the University Registrar, such as registration, enrollment services, system assurance, records retention, academic scheduling, and reporting. Ensure departmental compliance with university, state and federal policies, regulations, and protocols. Serve as a liaison on behalf of administrative staff with students and others within and outside the university. Reports to Assistant University Registrar or designated supervisor.

Additional Basic Function – if applicable:

Examples of Duties:

Duties/essential functions may include, but not be limited to, the following: 

Provide subject matter skill and expertise in registrar related functions.

Provide guidance to team members; assist supervisor with planning and prioritizing production activities to optimize daily process flow.

Collect, analyze, research, prepare, and process academic records and documents.

Ensure the Office of University Registrar possesses the required documentation for the successful completion of internal and external audits.

Process petitions and registration actions to aid in receiving state subsidies and/or regarding percentage of credit/refund.

Collaborate with administrative offices and academic departments to ensure accuracy of information and integrity of academic records.

Assist in the development and implementation of standard operating procedures for handling of academic records within the Office of the University Registrar.

Conduct research and collect documentation regarding residency applications, enrollment certifications, and academic record updates.

Coordinate and process student lists impacting academic standing and enrollment status, such as dismissals, Bursar's deregistration, class schedule rebuilds, and course inventory.

Create and generate reports shared within and outside the Office of University Registrar.

Prepare or create enrollment submission files shared with the National Student Clearing House.

Assist with testing and database preparation for system implementations and upgrades.

Resolve reporting or processing errors.

Provide registration and academic record update assistance to various university departments.

Communicate with faculty, students, parents and staff via phone, mail and email.

Request documentation to aid in decision making.

Gather, collate and classify information according to established methods.

Resolve sensitive matters, de-escalate challenging situations with students, parents, and external parties; discern when to make referrals or forward matters to the appropriate parties.

Exercise good judgment and make independent decisions.

May train and/or indirectly supervise student employees, temporary employees, and classified support staff.

Advise management regarding proper academic records retention policies and procedures.

Assure system and data integrity for student information and records storage techniques.

Oversee or assist with special projects.

Serve on department, division, and university committees as requested by supervisor.

Perform related duties as assigned.

Additional Examples of Duties – if applicable:

Minimum Qualifications:

Bachelor's degree plus one year of experience in a registrar's office or related area.

-OR-

Associate's degree plus three years of experience in a registrar's office or related area.

-OR-

Five years of progressively responsible experience in a registrar's office or related area.

License/Certification:

Not applicable.

Knowledge Of:

Family Educational Rights and Privacy Act (FERPA) *
Ohio Revised Code 3333.1.10 and criteria created by Ohio Board of Regents *
University, state and federal policies and procedures *

Skill In:

Written communication and interpersonal skills
Providing excellent customer service
Utilization of Microsoft Office Suite and other applicable software *

Ability To:

Work independently *
Work with a wide variety of students, staff, and faculty
Read and comprehend a wide variety of materials *
Create training and informational materials
Sufficiently train others *

Preferred Qualifications – if applicable:

Not applicable.

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which require assessments

Working Conditions / Physical Requirements:

None. 

Working Schedule:

 Monday - Friday 8 AM - 5 PM 

Additional Information:

Kent State University is committed to creating a community that is culturally and intellectually diverse and to attracting and retaining a diverse staff. We strive to create and maintain working and learning environments that respect differences, and are inclusive, welcoming, respectful and kind.

Disclaimer:

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.