Academic Records Specialist

Georgetown University•Lexington, MA

1d•$19 - $29•Onsite

About The Position

The Academic Records Specialist 2 helps ensure the accuracy and integrity of Georgetown University student academic records. Reporting to the Associate Registrar for Academic Records, this position interprets and applies student records policies and maintains records for all students, including support for grade processing, degree conferrals, advisor updates, transfer credit processing, and holds. The role updates student information systems, processes academic records and documents, resolves records-related issues, and communicates with students, parents, faculty, staff, and university departments. It also creates standard operating procedures, knowledge articles, canned responses, and training materials that clearly explain technical information and streamline operations. The position requires accurate and timely work, strong customer service, effective problem solving, and strict protection of confidential student information in accordance with FERPA and applicable university policies.

Requirements

High school diploma and up to 5–8 years of experience, or an equivalent combination of education and work experience.
Two to three years of previous experience in a university or college administrative office, preferably a registrar's office.
Solid understanding of academic records management, student information systems, and university policies and procedures related to academic records.
Proficiency with student information systems such as Banner, PeopleSoft, or similar platforms.
Strong computer skills, including database management and Microsoft Office Suite.
Excellent verbal and written communication skills and the ability to convey complex information clearly and tactfully.
Strong attention to detail and accuracy.
Strong interpersonal, customer service, problem-solving, organizational, and time-management skills; ability to manage multiple tasks, prioritize work, and meet deadlines.
Ability to work independently and as part of a team.
Ability to comply with confidentiality protocols and laws and regulations such as FERPA.

Nice To Haves

Previous experience in a university or college administrative office, preferably a registrar's office.

Responsibilities

Maintain accurate academic records for all students and assist with grade processing, degree conferrals, advisor updates, transfer credit processing, and management of holds.
Update student records in the student information system, including posting grades, entering thesis and dissertation titles, and maintaining degrees-awarded data.
Perform general academic records maintenance and help resolve academic records issues.
Communicate with faculty, Deans' Offices, university departments, students, and parents to provide information and ensure accurate records maintenance.
Respond to inquiries by applying knowledge of Office of the University Registrar and related office policies and procedures.
Review information carefully before adding it to students' permanent records and uphold confidentiality requirements under FERPA.
Create and document standard operating procedures, knowledge articles, canned responses, and training materials.
Process work promptly and efficiently in line with office and university timelines.
Collaborate with Student Accounts, Student Financial Services, Student Health, Housing, Dining Services, Student Affairs, and other departments during registration or when students terminate enrollment.
Clarify tuition and fee charges, refund procedures, and the registration or academic-record impacts of holds.