Records Technician 2

Youngstown State University • Youngstown, OH

81d

About The Position

The class works under general supervision and requires considerable knowledge of academic and office policies and procedures, university student information systems, computerized mass storage system(s) for filing, retrieving, and microfilming/imaging index records in order to serve the university, students, alumni, outside agencies, and the general public; makes decisions based on established knowledge and sound judgment. Incumbents will independently operate computerized mass storage system(s) and produce microfilm and/or imaged documents.

Requirements

• At least a high school diploma or GED.
• Two or more years of experience in the operation of computerized mass filing and storage equipment, public relations, and/or office practices and procedures.

Nice To Haves

• At least an associate degree.
• Two or more years of experience in records management, data entry, or administrative support roles.
• Experience with Ellucian Banner or other higher education student information system.
• Demonstrated ability to multitask effectively in a fast-paced environment and prioritize tasks based on urgency and importance.
• Experience in using computer applications and databases.

Responsibilities

• Researches and analyzes materials and data dealing with student academic history.
• Identifies discrepancies in academic records, determines course of action for corrections and/or adjustments as needed.
• Performs record searches for hard copy or microfilmed/imaged academic records; pulls records data and retrieves microfilmed/imaged data.
• Processes, updates, and maintains student records (online and hard copy) accurately and efficiently in compliance with institutional policies; determines eligibility, residency, and tuition rate codes; sends correspondence; awards credit.
• Interprets and effectively communicates information to various constituents regarding policies and procedures within the university and the department.
• Verifies requests to update online record according to university policy. Determines exceptions to Records policy on a case-by-case basis.
• Maintains, processes, updates, and verifies online and hard-copy records.
• Operates computerized mass storage system designed for rapid retrieval of documents and produces microfilm/imaged records.
• Serves as the contact for dedicated records functional area(s).
• Independently monitors, tracks, verifies, and reports on activities affiliated with records functional area; resolves conflicts using sound judgment.
• Coordinates workflow in dedicated area. Summarizes activities in report form, including reconciliations.
• Responds to e-mails, phone calls, and voicemails requesting assistance with records services.
• Provides services, advice, and counsel to students, university personnel, outside agencies, etc. regarding university and academic policies and procedures related to the full range of records services.
• Identifies and resolves discrepancies with assistance; refers when appropriate.
• Provides services to students, university personnel, etc. requesting academic records; performs record searches for hard copy or microfilmed/imaged academic records; pulls records data and retrieves microfilmed/imaged data.
• Adheres to the Family Education Rights and Privacy Act (FERPA) and all University policies essential in ensuring the integrity, accuracy, and confidentiality of all student data.
• Attends meetings on behalf of the Associate Registrar.
• Interprets and explains FERPA to students and all other constituents.
• Suggests website enhancements; provides information for audit requests.
• Processes transactions that require a decision to be made in accordance with applicable regulations, policies, and procedures.
• Provides training or cross training for personnel.
• Identifies challenges and brainstorms solutions to improve processes.
• Serves as back-up to other functional areas within the records office.
• Assists in preparation of diplomas for distribution.
• Prepares files for microfilming/imaging.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED