TITLE Senior Academic Records Specialist-WP
CLASSIFICATION NUMBER 3072
IMMEDIATE SUPERVISOR Registrar
MAJOR ADMINISTRATOR Dean of Student Services
The Senior Academic Records Specialist-WP works in cooperation with the Registrar to ensure academic policies and procedures are enforced and proper records are maintained. Primary areas of responsibility can include oversight and coordination of specific Office of Registration and Records projects such as working with Athletics to review NCAA athletic eligibility of student athletes, coordinating the hiring, training, scheduling, and supervision of Registration and Records student workers, supervising the document imaging process within the Registration and Records, providing support for degree audit programming and commencement program production, processing exceptions into the degree audit system, assisting in the graduation clearance process, providing written documentation of Office of Registration and Records processes and procedures, coordinating dates and deadlines for the University’s academic calendar, providing assistance with and troubleshooting the class schedule building process, providing general support to the Office of the Registrar as needed, running queries to provide information to staff and administrators for decision-making purposes, and coordinating special projects for the Office of the Registrar as needed.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required; a Bachelor’s degree is preferred.
Experience: Four years of administrative experience is required; at least two of the four years of experience must include supervisory experience and experience in administering complex processes. An equivalent combination of education and administrative experience may be substituted for the specifications listed above. Two years of experience in a similar position in higher education, especially in a Registrar’s office or related environment, is preferred.
Skills: Must be knowledgeable in the use of Microsoft Office, higher education student administrative systems, and web portals. The ability to analyze and interpret database reports and computer system needs is required. The ability to manage details associated with the implementation of complex policies and procedures is required; customer service and supervisory skills are required. The ability to understand and communicate complex policies and requirements is required. Knowledge in the use of a university degree audit system is preferred.
Effort: The ability to lift and carry materials weighing up to 25 pounds occasionally is required.
ESSENTAL DUTIES AND RESPONSIBILITIES
1. Serves as a primary reviewer of NCAA athletic eligibility compliance for the Office of Registration and Records by reviewing the degree audit and any related documentation to determine if student athletes meet various minimum credit hour requirements and degree completion percentages required by the NCAA, working with the Registrar and Athletics to investigate any degree completion calculations or policy interpretation issues, and working with Athletics to determine a timeline to complete all eligibility certifications within the timeframes necessary for a student athlete to participate within his or her respective sport.
2. Adheres to National Collegiate Athletic Association (NCAA) and conference rules as communicated by Athletics related to dealings with student-athletes and/or Athletics Department personnel and reports any concerns or possible violations of those guidelines to the immediate supervisor.
3. Hires, trains, and supervises the student employees within the Office of Registration and Records, coordinates student employee schedules, approves student employee time reporting for payroll, and oversees front desk operations.
4. Supervises the document imaging process within the Office of Registration and Records, including coordination of the documents to be imaged, training and overseeing the employees involved in scanning and indexing, creating and maintaining the schedule for scanning, and managing the responsibilities associated with the imaging software.
5. Assists with the coordination of the graduation clearance process, programs curricular additions, changes, and deletions into the University degree audit system, coordinates supplies for University commencement ceremonies, and assists in the production of the University commencement program.
6. Processes course exceptions to the degree audit system, identifies graduation deficiencies, communicates with students in regard to graduation eligibility, and meets with students to review and explain their degree requirements.
7. Oversees the calculation of University scholastic honors, including the calculation of scholastic honors eligibility and application of the corresponding scholastic honors information to the University academic records.
8. Assists the Registrar in the daily operation of the Office of the Registration and Records by assisting with questions on policies and procedures (e.g. end of semester functions, reporting operational statistics, reviewing proof and edit reports, course registration, class schedule building), and helping to ensure equitable work distribution among staff.
9. Provides support to the Records and Registration Assistant by assisting with shared tasks such as transcript production, grade changes, changing and building academic records, course registrations, withdrawals, changing majors and/or minors, processing applications to degree programs, and providing enrollment and/or degree verification letters.
10. Assists the Registrar in helping University faculty and staff to utilize University reports and queries.
11. Assists the in time-sensitive assignments that may be outside of regular responsibilities including, but not limited to, class schedule building, refund/payment schedule building, and end-of-term processing.
12. Coordinates, proofs, and publishes all academic dates and deadlines as assigned.
13. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, and attending training and/or courses required by the Registrar.
14. Contributes to the overall success of the Office of the Registrar by performing all other duties and responsibilities as assigned.
The Senior Academic Records Specialist WP is supervised by the Registrar and may supervise student employees in the Office of Registration and Records.
OFFICE OF HUMAN RESOURCES
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 5 - 180 Points: Supervision and training of moderate numbers of student and/or part-time or temporary workers may be required where the nature of supervision is largely confined to scheduling work, assigning tasks, and reviewing completed work. Supervision at this level may also involve directing the work assignments of a small number of permanent, full-time employees. Supervisory tasks include providing substantial input into the process of screening and hiring employees and providing performance information for other supervisors to use as part of the employee evaluation processes. Supervisory duties typically involve a small but significant portion of work day activities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.
Factor 6: Work Impact
Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.