Specialist, Academic Records

Stevenson University•Owings Mills, MD

About The Position

The Academic Records Specialist is responsible for performing day-to-day front-line operations and delivering high quality customer service in the Registrar’s Office. Specific responsibilities include, but are not limited to, answering and responding to telephone calls; managing and maintaining the Registrar’s Office email account and calendar; sorting, opening, and distributing mail delivered to the office; preparing and providing official/unofficial academic transcripts, degree/enrollment verifications, and diplomas upon request; registering students; maintaining data in the student records database and correcting discrepancies; receiving and distributing student forms; maintaining office equipment and supplies inventory and ordering as requested; monitoring and updating the Registrar’s Office portal site; scanning records and other documents; and researching problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned. Adherence to the Family Education Rights and Privacy Act ( FERPA ), as amended, and all University policies is essential in ensuring the integrity, accuracy, and confidentiality of all student data. The Specialist serves as a member of the Registrar’s Office team and supports overall operations, events, and initiatives as assigned. This position will also serve as the secondary School Certifying Official ( SCO ) within the Office of the Registrar.

Requirements

Adherence to the Family Education Rights and Privacy Act ( FERPA )
Adherence to all University policies
Use Ellucian Colleague accurately, effectively and efficiently
Maintain working knowledge of VA and DoD regulations
Maintain working knowledge of SCO handbook guidance
Maintain working knowledge of FERPA
Maintain working knowledge of applicable accreditation standards
Complete required SCO training

Responsibilities

Serve as a primary point of contact for inquiries and visitors to the Registrar’s Office, and provide excellent frontline customer service.
On a daily basis, answer and respond to telephone calls; check voicemail and return calls; manage and maintain the Registrar’s Office email account and calendar; sort, open, and distribute mail delivered to the office.
Follow FERPA standards, relevant accreditation standards (Middle States Commission on Higher Education, Maryland Higher Education Commission), and University policies, practices, and procedures.
Maintain strict confidentiality regarding all aspects of the position.
Use Ellucian Colleague accurately, effectively and efficiently to perform job duties.
Receive, distribute, and process all relevant forms quickly and accurately.
Maintain office equipment and supplies inventory, place orders as requested, and provide receipts to the Registrar.
Produce academic transcripts and degree/enrollment verifications on a daily basis
Produce transcript reconciliation reports and send to the Business Office on a monthly basis.
Research problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned.
Perform enrollment actions, including but not limited to, adding, dropping, or withdrawing student classes.
Manage the registration process for new, non-degree seeking students.
Scan student records and other documents on a daily basis.
Provide support for students and faculty in the use of student success software platforms as directed.
Maintain accurate data in the student records database for both general and military-connected student populations; utilize Ellucian Colleague and Entrinsik Informer to generate, review, and analyze reports, correct discrepancies, and ensure compliance with enrollment and certification requirements.
Monitor and update the Registrar’s Office portal site.
Serve as the University’s secondary School Certifying Official ( SCO ) for students using VA and DoD education benefits.
Submit enrollment certifications through VA- ONCE /Enrollment Manager, monitor enrollment, and report changes in compliance with federal, state, and institutional guidelines.
Maintain working knowledge of VA and DoD regulations, SCO handbook guidance, FERPA , and applicable accreditation standards.
Complete required SCO training and support compliance surveys, audits, and annual reporting requirements.
Coordinate military education benefit processes with Student Accounts, Financial Aid, Admissions, and academic units to resolve enrollment, billing, and eligibility issues, including support for DoD Tuition Assistance (TA) processes.
Provide specialized support to military-connected students by assisting with benefit navigation and ensuring accurate registration aligned with VA and DoD eligibility requirements, while contributing to continuous process improvement and service delivery.