Assistant University Registrar for Transcripts and Certifications

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The Assistant University Registrar for Transcripts and Certifications is a member of the UAMS Office of the University Registrar (OUR) team, and establishes business processes to provide student transcripts and education records internally and externally, coordinates official transcript requests through the National Student Clearinghouse and provides timely communication to students, faculty, staff, and external constituencies. This position is responsible for enforcing applicable guidelines related to FERPA and student privacy, and manages legacy transcript records housed in multiple systems. The Assistant University Registrar for Transcripts and Certifications serves on the Enrollment Services team and contributes to the overall function of the OUR, and serves as the primary point of contact for transcripts and educational verifications and certifications.

Requirements

Bachelor’s degree or Associate degree plus two (2) years in higher education enrollment services or related higher education area required.
2 years of experience with a student information system, such as PeopleSoft, Banner or Workday
Intermediate proficiency with standard office computer programs (e.g. MS Office Suite)

Responsibilities

Reviews and processes all official UAMS transcript requests.
Maintains records of all requests and provides communication to requesters.
Prepares transcripts for submission by mail, electronically, or direct retrieval.
Coordinates with UAMS colleges as needed for legacy records, and accesses legacy records housed in multiple locations, both electronic and physical.
Provides transcript processing data for reporting, evaluation/assessment, and reconciles monthly transcript fee revenue reports.
Prepares batch transcripts and reports for academic program licensing and coordinating boards.
Responds to student and external agency requests for verifications of education, progress, graduation and degree conferral.
Coordinates with UAMS colleges as needed for academic department-specific requests and prepares certification documents for state boards.
Processes student demographic data updates in the student information system (Workday) and processes requests for duplicate/reprinted diplomas.
Participates in the general functioning of the OUR: Answers phones, reviews, and responds to emails, and meets with visitors to the OUR.
Provides backup staffing support to other team members through cross-training for other registrar responsibilities and functions.
Provides additional support to other areas of the OUR based on seasonal workload and needs.
Participates in Workday sub-committees and governance as required; participates in systems testing and development.
Maintains student records according to industry best practices, and in compliance with applicable laws, UAMS Policy, and accrediting agency standards.
Generates reports and queries as required by institutional, college, and academic units, and responds to ad hoc requests for data/information, in coordination with the University Registrar and the department of Institutional Research, Policy, and Accreditation.
Monitors and tracks legacy student transcript records housed in Workday as well as legacy SIS and archive locations, including network folders, CDs, microfilm, and paper hard copies.
Maintains legacy transcript archive systems and transcript location index by academic program and year.
Performs other duties as assigned.