Records Specialist

Embry-Riddle Aeronautical University-posted 5 days ago
Full-time • Entry Level
Prescott, AZ
1,001-5,000 employees
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This position provides front-line customer service in the Records Office for students, faculty, and staff. Performs a variety of academic records related and registration support activities, using various information systems to enter, retrieve, and analyze data, create and transmit reports and process student records. Serves as a key member of the Records Office team.

  • Register students for academic courses to complete degree requirements.
  • Assist and train students in the registration process.
  • Decipher any computer/ineligibility errors preventing access to the web registration system, advise and assist students with any eligibility messages.
  • Register students for Worldwide Online courses as needed; coordinate with Worldwide Online on late registration authorizations, and/or availability of courses.
  • Process Intra-University Transfer Requests.
  • Review and process student withdrawals from their classes.
  • Determine if students qualify to enroll for up to 18 credit hours, with no increase in tuition for hours over the block.
  • Process official transcript requests both in person and through the electronic ordering system, Parchment.
  • Audit transcript to ensure academic data entries were posted correctly before releasing official transcripts of academic records.
  • Provide monthly reporting for transcript values and authorizations.
  • Manage National Student Clearinghouse report transmissions and data integrity.
  • Verify student enrollment to various authorized parties.
  • Process Enrollment Verification Requests and Honor Level Updates.
  • Create/modify residential classes in Campus Solutions, including section-specific notations, and assignment of classroom facilities.
  • Assist in effectively matching academic needs for classroom space with available facilities.
  • Create/modify course requisites programming in the course catalog to ensure students meet course requirements and assign student enrollment appointments for upcoming class registration cycles.
  • Partner with IT personnel on the review, implementation, configuration, and testing of new or existing products or processes related to the student information, scheduling, imaging, and other related systems.
  • Assist with end-of-semester academic processes, including electronic notification to students/campus departments of those placed on academic standing, incomplete grades, and those failing to meet course requisites for the upcoming semester.
  • Maintain the Records and Registration web page to include academic policies and procedures, online forms (electronic forms), and PDF forms accessible 24 hours.
  • Responsible for the oversight of document preparation, scanning, indexing, quality assurance, and electronic transfer of imaged data into appropriate workflow queues to complete various student academic requests.
  • Work with Assistant Registrar, Associate Registrar, Sr. Associate Registrar, University Registrar and other Records Specialist to create course sections each semester. Includes direct studies, cooperative education, and summer abroad courses.
  • Sets up course requisites.
  • Works with College Department Chairs to analyze course space utilization and course conflicts that do not meet their class change requests.
  • Reviews/attaches specified fees to unique courses.
  • Creates mid-term/final grade rosters for faculty, provides faculty instructional aides and assists faculty in the grading process.
  • Verify academic data to certify athletic teams to determine eligibility for NAIA current/future semesters. Coordinate with coaches, Athletic Director and Faculty Athletic Representative to resolve student eligibility issues.
  • Creates various reports for internal department/outside agencies on academic requests.
  • Frontline customer service for student enrollment at Prescott.
  • High School Diploma or GED
  • 1-3 years of experience
  • Generous Time Off: Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day.
  • Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
  • Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period.
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