Records Management Coordinator

About the position

The Records Management Coordinator serves as the primary position for the coordination and execution of enrollment processing for the graduate admissions cycle. This role is responsible for coordinating application processing, communication plans, execution of reports, data migration, and maintenance of data. The coordinator will work in the university CRM and Banner data, regularly extracting data using complex filters and queries. Additionally, the position involves retrieving data and documents from partner agencies and ensuring that CRM data is accurately filtered to the graduate programs for efficient admission decisions. The coordinator will also provide technical support to graduate students regarding payment issues, password resets, or navigation of the admissions CRM application portal, either in person, via telephone, or through email correspondence.

Responsibilities

• Process electronic applications for all domestic graduate student types.
• Ensure authenticity of admissions documents and update records and files relevant to department/university policy.
• Execute admissions decisions based on application material, internal process documents, and university policy.
• Author correspondence for the Graduate Programs email regarding enrollment, registration issues, term deferrals, document delivery, and policy procedures.
• Provide technical support to CRM end users applying via the application portal, including payment issues, password reset requests, and navigation of the system.
• Execute CRM/Banner data syncs.
• Coordinate and execute data imports from vendors, test score sends, and partners (OAE, GRE, GMAT, and Transcripts).
• Coordinate data entry from programs and other sources (Combined degree, BSOM, Admission Decisions, and Dept. changes in term directives).
• Manage duplicate record processes leveraging multiple student systems.
• Use error reports from multiple systems to aid in data maintenance and solve data migration issues.
• Troubleshoot issues with student registration driven by the complexity of multiple student systems.
• Analyze and calculate cumulative GPAs from all transcripts in a student's application and interpret results for admissions eligibility.
• Prioritize the student experience and provide exceptional customer service.
• Process electronic applications and admissions for honors students and assist with honors data.
• Provide support to applicants requiring assistance with payment issues.
• Perform testing and implementation of software and new applications.
• Manage IT/vendor relationships that support data integration.
• Assist with the collection of data and ensure correct data input; make recommendations for changes.
• Maintain an understanding of admissions policies, procedures, and student data to inform strategies and tactics.
• Develop and revise forms, procedures, and systems for processing data, maintenance, storage records, and student communication.
• Serve as designated back-up for admission duties performed by the Associate Director of Graduate Admissions during their absence.
• Provide relevant reports/information to partner offices such as the Registrar's Office and Bursar's office.
• Collaborate with IT for audit processes and recommend automations and data management.
• Oversee the selection and destruction of graduate academic records in accordance with the Graduate School Records Retention Policy.
• Originate Non-Academic Petitions for graduate students indicating a previous felony conviction.
• Process incoming/outgoing mail.
• Complete special projects and duties as assigned.
• Assist with on and off-campus events.
• Provide guidance and work direction to student employees when applicable.

Requirements

• A high school diploma or equivalent and three years of related work experience OR two years of post-secondary education and 1.5 years of related work experience OR a bachelor's degree in a related field and 6 months of related work experience.
• Excellent interpersonal, verbal, and written communication skills.
• Writing and editing skills.
• Ability to calculate basic math.
• Thorough knowledge and skills to utilize current office equipment and a variety of complex software packages.
• Demonstrated skills/knowledge of additional software may also be required.
• Ability to maintain accurate records.

Nice-to-haves

• Knowledge of Slate, Banner, and Xtender.
• Previous work in university admissions.

Benefits

• Minimum Annual Rate: $16.70
• 100% FTE