3071 Senior Academic Records Specialist


TITLE Senior Academic Records Specialist




IMMEDIATE SUPERVISOR Associate Registrar-Operations



The Senior Academic Records Specialist works in cooperation with the Office of the Registrar supervisory team to coordinate essential Office of the Registrar functions. The Senior Academic Records Specialist serves in a customer service and troubleshooting capacity for fellow Office of the Registrar employees, faculty, staff, and students.


Education: A high school diploma or the equivalent is required; a Bachelor’s degree is preferred.

Experience: Four years of progressively responsible administrative experience in higher education is required. Experience administering complex processes and making independent decisions is required. Experience training and/or developing documentation is preferred. Experience with Family Educational Rights and Privacy Act (FERPA) and university registrar-related responsibilities is preferred.


1. Works independently, with limited supervision, to ensure the effective operation of the Office of the Registrar by completing time-sensitive projects, gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with the campus community.

2. Facilitates the completion of essential projects including but not limited to, class schedule building, grade rolling, and end-of-terming processing.

3. Assists in the coordination of the graduation clearance process, the programming of curricular additions, changes, and deletions into the University degree audit system, and the production of the commencement program for the University’s commencement ceremonies.

4. Facilitates workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to particular operations or services in the Office of the Registrar, including the creation, revision, and distribution of policy and procedures manuals and assisting staff, students, and faculty with questions on policies and procedures.

5. Provides accurate information and creates a favorable impression of the University by maintaining a current understanding of University policies and processes, providing accurate information about registration, degree requirements, graduation requirements, and student records.

6. Plans and coordinates the implementation of policies and decisions, recommends changes in policies or procedures, and makes administrative decisions within established guidelines or policy when appropriate on behalf of Office of the Registrar supervisory staff.

7. Processes course exceptions in 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.

8. Participates in the NCAA eligibility compliance process.

9. 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.

10. Coordinates, proofs, and publishes all academic dates and deadlines as assigned and/or established through the Office of the Registrar including refund/payment deadlines.

11. Supports the accurate reporting of enrollment to the National Student Clearinghouse throughout the semester.

12. Provides training sessions for full-time staff and the campus community including, but no limited to, Master Advisor training, Graduate Assistant orientation, and class schedule building training sessions.

13. Supervises and facilitates the training of full-time staff, part-time staff, and student workers on Office of the Registrar processes and special projects as assigned.

14. Coordinates with other areas of the University as needed, including participating on University committees.

15. 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.

16. 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 is supervised by the Associate Registrar-Operations, may supervise student employees in the Office of the Registrar, and assists in the supervision of full-time and part-time employees in the Office of the Registrar.




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.