POSITION IDENTIFICATION
TITLE Senior Academic Records Specialist-WP
CLASSIFICATION NUMBER 3072
GRADE 14
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Registrar – West Plains
GENERAL FUNCTION
The Senior Academic Records Specialist – West Plains executes advanced student records administration, graduation clearance, and registration services for the Office of Registration and Records on the West Plains campus. The position holds specialized responsibility for coordinating course scheduling and academic compliance for the LNNU-Missouri State University China program, while providing critical backup support for West Plains campus records functions. Additionally, the role maintains institutional data integrity, interprets complex academic policies for stakeholders, and supervises student employees.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required; a Bachelor’s degree is preferred.
Experience: At least 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. At least 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.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides dual-program registration and records administration by delivering advanced operational support and executing comprehensive registration workflows for both the West Plains campus and the LNNU-Missouri State University China program, which includes processing course registrations, schedule changes, overrides, withdrawals, transcript requests, and enrollment verifications in strict compliance with University policies.2. Coordinates degree completion and clearance operations by evaluating graduation applications, conducting degree audit reviews, processing exceptions, identifying degree deficiencies, facilitating student meetings, processing scholastic honors, and managing degree conferrals and diploma preparation for both programs, while assisting with the planning, production, and execution of commencement operations and graduation ceremonies exclusively for the West Plains campus.
3. Delivers China program specialization and academic scheduling by independently administering program-specific scheduling and specialized records workflows, which includes managing admissions-related records processing, term and part-of-term system setup, course schedule entry, class maintenance, grading-cycle transactions, and the resolution of complex international student records issues.
4. Performs academic policy interpretation and daily office operations by applying complex institutional rules for students, faculty, administrators, and external partners, while contributing to the development and documentation of internal workflows, balancing staff workloads, and processing authorized academic forms such as grade changes and incomplete grade assignments.
5. Executes student personnel supervision and front desk operations by overseeing the hiring, training, scheduling, daily supervision, and payroll approval of student employees assigned to the Office of Registration and Records, while coordinating front desk workflows to ensure high-quality customer service.
6. Maintains data integrity, grading cycles, and systems management to ensure the security and accuracy of institutional student data within the student information system, which involves managing end-of-term grading cycles, processing scholastic actions, academic renewals, reinstatements, calculating GPA adjustments, and monitoring course repeat rules and prerequisite requirements.
7. Manages records management, imaging, and reverse transfer coordination by supervising the document imaging and electronic records management process—including document preparation, scanning, indexing, quality control, and records retention compliance—while independently processing Missouri Reverse Transfer eligibility and cross-institutional records updates.
8. Maintains professional knowledge and technical expertise by participating in professional development activities, attending required training, remaining current on higher education regulations and best practices, and sharing knowledge through cross-training and collaboration with departmental staff.
9. Performs other duties, special projects, and responsibilities as assigned in support of the Office of Registration and Records – West Plains and the University.
SUPERVISION
The Senior Academic Records Specialist – West Plains may supervise student employees in the Office of Registration and Records on the West Plains campus.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2026