Departmental Records Specialist

The University of Akron•Akron, OH

About The Position

Job Summary: Maintain data integrity, coordinate record / data processes and create / run reporting as required. Review student and other records for accuracy. Assist with other departmental job duties as assigned by supervisor. Responds to routine questions for the university and external community. Essential Functions: Academic and Non-Academic Records Management Maintain data entry, file systems, academic records, and other departmental records to ensure accuracy and compliance. Audit academic, non-academic, and program databases; resolve discrepancies. Serve as a liaison between departments to verify data accuracy. Generate and create reports for internal and external use, including academic progression, enrollment, placement logs, financial, staffing and other non-academic reports. Develop process documentation to support records management and provide staff training as needed. Maintain electronic records in compliance with university policies, external agencies, and accreditation standards. Administrative and Operational Support Organize and process administrative functions for departmental personnel. Ensure timely completion of data processing workflows. Respond to inquiries from students, faculty, staff, external partners, and administrators. Track and report status updates related to placements or academic records. Assist in preparing documentation to maintain approval status with external and accreditation agencies. Training and Procedure Development Write, maintain, and recommend updates to departmental operating procedures. Document Review and Evaluation Review documents to verify information is accurate, complete and determine document outcome. Document findings accurately and maintain related records. Communicate findings to program leadership, admissions staff, applicants and others as needed. Program Coordination Assist in identifying, developing, and maintaining external relations for assigned program(s). Maintain program documentation, agreements, and compliance records. Monitor placement needs and communicate with faculty, staff, students, and agencies. Support onboarding processes for program participants as directed by program leadership. Other Related Duties as Assigned Perform additional tasks and responsibilities as directed by the supervisor to support departmental goals and operations. Additional Position Information: Required Qualifications: Education: Requires 18 months of education or training beyond high school. Prefer relevant bachelor’s degree. Licenses/Certifications/Requirements: Experience: Requires a minimum of 2 years of experience involving data systems, data processing, reporting, or records management. Proficiency with spreadsheet, database, and word processing software. Ability to manage high-volume workflows with accuracy and attention to detail. Strong organizational skills with ability to balance multiple priorities. Leadership: Responsible for directing and monitoring the work of student and/or temporary workers. Physical Requirements: Job is physically comfortable; individual is normally seated and has discretion about walking, standing, etc. May occasionally lift very lightweight objects. Working Conditions: Standard working environment with possible minor inconveniences due to occasional noise, crowded working conditions and/or minor heating/cooling or ventilation problems. Near continuous use (>70% of the time) of a video display terminal. Application Instructions: In order to be considered for this position please complete the online application and attach your resume. Compensation: This is a Union position with a salary grade of 110. Salary determination is subject to the SBU/CWA Collective Bargaining agreement. Application Deadline: Review of applicants will begin on February 19, 2026. FLSA Status (exempt/nonexempt): United States of America (Non-Exempt) Union Affiliation (if applicable): Staff Bargaining Unit For assistance with your application or attachments, please contact the Human Resources representative listed: Cindy Harm Email: [email protected] ________________________________________________________________________ Background Check Statement The University of Akron is committed to providing a safe environment for all students and employees. The University endeavors to protect the health, welfare and safety of all students, employees and visitors on our campus. As such, all offers of employment with The University of Akron are contingent upon verification of credentials, and satisfactory completion of a criminal background check. Some positions may require additional credit investigation and a pre-employment driving record search. Non-Discrimination Statement The University of Akron is an Equal Education and Employment Institution. View our Non-Discrimination Statement for more information. Equal Opportunity Employer, including disability/veterans. State of Residence Statement It is the expectation of the University of Akron that all work performed as an employee of the University will be performed in Ohio.

Requirements

Requires 18 months of education or training beyond high school.
Requires a minimum of 2 years of experience involving data systems, data processing, reporting, or records management.
Proficiency with spreadsheet, database, and word processing software.
Ability to manage high-volume workflows with accuracy and attention to detail.
Strong organizational skills with ability to balance multiple priorities.
Responsible for directing and monitoring the work of student and/or temporary workers.

Nice To Haves

Prefer relevant bachelor’s degree.

Responsibilities

Maintain data entry, file systems, academic records, and other departmental records to ensure accuracy and compliance.
Audit academic, non-academic, and program databases; resolve discrepancies.
Serve as a liaison between departments to verify data accuracy.
Generate and create reports for internal and external use, including academic progression, enrollment, placement logs, financial, staffing and other non-academic reports.
Develop process documentation to support records management and provide staff training as needed.
Maintain electronic records in compliance with university policies, external agencies, and accreditation standards.
Organize and process administrative functions for departmental personnel.
Ensure timely completion of data processing workflows.
Respond to inquiries from students, faculty, staff, external partners, and administrators.
Track and report status updates related to placements or academic records.
Assist in preparing documentation to maintain approval status with external and accreditation agencies.
Write, maintain, and recommend updates to departmental operating procedures.
Review documents to verify information is accurate, complete and determine document outcome.
Document findings accurately and maintain related records.
Communicate findings to program leadership, admissions staff, applicants and others as needed.
Assist in identifying, developing, and maintaining external relations for assigned program(s).
Maintain program documentation, agreements, and compliance records.
Monitor placement needs and communicate with faculty, staff, students, and agencies.
Support onboarding processes for program participants as directed by program leadership.
Perform additional tasks and responsibilities as directed by the supervisor to support departmental goals and operations.