Records Assistant

Point Loma Nazarene University•San Diego, CA

About The Position

Point Loma Nazarene University is seeking a friendly, detail-oriented Records Assistant to provide frontline support for the Office of the Registrar and the students, faculty, staff, and community members it serves. The position supports daily Records Office operations and helps ensure academic records and processes are accurate, timely, and handled with care. As a primary point of contact, the Records Assistant answers questions, processes records and documentation, maintains student information, and connects people with appropriate university resources. The role combines detailed administrative work with frequent customer interaction in a fast-paced academic environment.

Requirements

An associate’s degree is required is preferred. (The posting contains this wording.)
Positive, friendly demeanor and ability to professionally handle customer contact in a positive manner.
Excellent written and oral communication skills.
Excellent attention to detail and commitment to accuracy.
Prior clerical experience in an academic environment.
Understanding of, or the ability to quickly grasp, PLNU’s academic policies and procedures.
Ability to establish and maintain effective working relationships with faculty and staff.
Proficiency in word processing and computer skills, including prior experience with Microsoft Word and Excel.
Previous experience with Google Drive, Sheets, and Docs, and ability to create and manage Google Forms.
Ability to type at least 50 words per minute with optimal accuracy.
Ability to work independently, organize and prioritize tasks, and meet deadlines despite frequent interruptions.
Punctuality, a strong work ethic, and ability to take direction positively.
Professionalism in handling work responsibilities and confidentiality in all matters.
Strong organizational skills and ability to collaborate as a team member.
Evidence of Christian commitment and active church involvement.
Agreement to live in accordance with PLNU’s Community Life Covenant.
Successful completion of a background check is required for the job offer.

Nice To Haves

Knowledge and experience working with a diverse population.

Responsibilities

Serve as a frontline resource for students, faculty, staff, and other visitors to the Office of the Registrar.
Answer and screen phone calls, respond to questions, and provide general information about Records processes.
Direct students and other customers to appropriate university resources when additional assistance is needed.
Communicate Records policies and procedures clearly and professionally.
Assist students with initiating petition processes and track submitted petitions.
Maintain student electronic records, including biographical information, addresses, advisors, and other student data.
Process student verification requests and National Student Clearinghouse verifications.
Assist with official transcript processing and the receipt and distribution of transcripts from other institutions.
Support document imaging, registration, and academic record-keeping activities.
Coordinate and track diploma and replica diploma orders and distribution.
Assist with National Student Clearinghouse reporting and data updates.
Maintain spreadsheets, documents, and tracking resources supporting Records operations.
Help prepare the office for daily operations and maintain an organized, welcoming environment.
Track and order office forms, supplies, and stationery.
Assist with training and supporting student employees.
Collaborate on updates to the Office of the Registrar website to keep information current.
Submit departmental announcements to LomaLink and chapel slides.
Provide general administrative support to the Records team and perform additional duties and assignments as needed.