Student Records Specialist

Gemological Institute of America•Carlsbad, CA

11d•Onsite

About The Position

The Student Records Specialist is responsible for maintaining the accuracy, integrity, and confidentiality of student academic records throughout the student lifecycle, from enrollment through graduation. This role administers key records functions including registration, academic record maintenance, transcripts, graduation audits, credential issuance, and regulatory reporting. The position ensures compliance with institutional policies, accreditation standards, FERPA, SEVIS, and applicable regulatory requirements while serving as a primary resource for records-related inquiries. Through accurate records administration and cross-functional collaboration, this role supports student success and the Institute’s educational mission.

Requirements

High school diploma or equivalent required; associate degree or bachelor’s degree preferred.
Three (3) to five (5) years of experience in student records, registrar services, higher education administration, or a related field; or an equivalent combination of education and experience.
Experience working with Student Information Systems (SIS), document management systems, and Microsoft Office applications.
Knowledge of FERPA and experience managing confidential student records required.
Demonstrated ability to interpret, apply, and communicate institutional policies, procedures, and regulatory requirements accurately and consistently.
Ability to work occasional extended hours as needed to meet business and operational deadlines.
Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.

Nice To Haves

Experience with Jenzabar One (J1), Salesforce CRM, or similar student information and customer relationship management systems preferred.
Knowledge of accreditation standards, SEVIS regulations, and other higher education compliance requirements preferred.

Responsibilities

Review and process admissions applications, verifying applicant eligibility, completeness of required documentation, and compliance with institutional admission requirements.
Administer online and live proctoring processes, including student setup and support, approval of live proctors, review of proctoring submissions, troubleshooting issues, and authorization of final exam results for grade posting.
Respond to student, faculty, and staff inquiries regarding records, registration, academic policies, and student status, providing accurate, timely, and professional service.
Process official transcripts, enrollment verifications, graduation audits, and academic credential issuance, including honors designation verification.
Process enrollments, course registrations, student status changes, and other records transactions in accordance with institutional policies, regulatory requirements, and established procedures while ensuring appropriate stakeholder communication.
Maintain accurate and complete student records through data entry, document management, records retention, and timely transfer of documentation from Salesforce, DocuSign, and other systems into Jenzabar One (J1).
Conduct regular audits of student records to ensure data integrity, completeness, and compliance with institutional, accreditation, and regulatory requirements.
Record and post grades, process records-related forms, and provide administrative support to the Student Records department and other institutional departments as needed.
Support SEVIS compliance and reporting activities, including Form I-20 issuance and updates, enrollment monitoring, and required reporting obligations.
Safeguard student information by maintaining confidentiality and ensuring compliance with FERPA, institutional policies, and applicable privacy regulations.
Perform other duties as assigned.