Job Details

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Position Summary

This position is responsible for daily processes related to the Office of the Registrar and Student Records. The primary responsibilities include maintaining student records, timely processing of incoming transcripts, enrollment paperwork, and other documents pertaining to student records. Receives and fulfills requests for National University academic transcripts and transcripts for which National University is designated custodian of records. Receives and processes requests to verify enrollment and degree status. Assists in disseminating and enforcing admissions eligibility information and National University policies and procedures to students, faculty, and staff to ensure compliance. This position is also responsible for maintaining record integrity and upholding FERPA policy and compliance within administrative policies and procedures.

Compensation Range

Hourly: $20.00 - $23.00

Overview

This position is responsible for daily processes related to the Office of the Registrar and Student Records. The primary responsibilities include maintaining student records, timely processing of incoming transcripts, enrollment paperwork, and other documents pertaining to student records. Receives and fulfills requests for National University academic transcripts and transcripts for which National University is designated custodian of records. Receives and processes requests to verify enrollment and degree status. Assists in disseminating and enforcing admissions eligibility information and National University policies and procedures to students, faculty, and staff to ensure compliance. This position is also responsible for maintaining record integrity and upholding FERPA policy and compliance within administrative policies and procedures.

Essential Functions

Document Processing and Student Record Maintenance

• Receives and reviews enrollment documents and miscellaneous student records; verifies authenticity of incoming transcripts and miscellaneous documents. Maintains log of all incoming documents. Routes documents for processing to our document management system Hyland OnBase in a timely manner.
• Uses Hyland Brainware software to review and ensure accuracy of information captured from incoming transcripts via OCR (Optical Character Recognition).
• Verifies, indexes, and uploads scanned enrollment paperwork, transcripts, and other documents to the document management system with careful attention to creating clear and legible images. Updates the student information system with received status. Communicates with students and staff by disseminating information through relevant channels and posting pertinent materials.
• Works with National Student Clearinghouse to verify complete student files, including all transcripts from transfer-eligible institutions to meet Basis for Admission requirements.
• Reviews and maintains Grade Rosters and Attendance Rosters to assist Faculty and Center Directors with entering attendance into the student information system and posting official grades.
• Answers questions related to student records requests including but not limited to official grades, course extensions, deferment, and attendance in accordance with University policy
• Ensures that the documents on file are in alignment and accurate with the Student Information System.
• Other duties as assigned.

Internal and External Inquiries

• Answers incoming telephone calls and email inquiries from students, faculty and staff concerning the status of enrollment documentation, receipt of incoming transcripts, status of outgoing transcript orders, and accuracy of University enrollment and degree information.
• Provides general information and refers callers to the appropriate staff or department for assistance.
• Documents inquiries on student files via customer relationship management system and student information system.
• As a primary contact to the University community, enforces and disseminates University policies and procedures to assure consistent and uniform application of regulations. Assists students and staff with issues or concerns regarding admission and eligibility, with issues or concerns regarding grades and/or attendance, enrollment and degree information, and with transcript orders to assure resolution of the problem or concern.
• As a secondary contact for the University community, enforces Academic Standing, Satisfactory Academic Progress, graduation requirement policies, and University catalog information. Disseminates general University information related to students records.

Outgoing Transcripts and Letters

• Daily maintenance and troubleshooting of transcripts orders received via Parchment transcript vendor.
• Daily processing of Enrollment Verification requests received via Parchment.

Attendance Roster Maintenance

• Coordinates the updates of in-class attendance in collaboration with Center Support Team, verifies University enrollment, and confirmation of degree status.

Grade Roster Maintenance

• Reviews Grade Roster status and works with Faculty to ensure grade posting timelines are maintained. Assists with training faculty on grade inputting and approvals as needed.

Location: Hybrid - Spectrum Center

Travel: Occasional travel may be required.

Salary and Benefits: National University offers a compensation package commensurate with experience and qualifications. Base pay is one component of National Universitys total rewards package. For full details about our benefit plan offerings, please visit benefits.nu.edu. Part-time benefits information is available on the site.

National University is an equal opportunity employer and does not discriminate against any employee or applicant per applicable federal, state and local laws. All qualified applicants will receive equal consideration for employment, education, and admission at National University.

Qualifications

Education & Experience

• Associates degree or equivalent relevant experience preferred
• Minimum one (1) year of experience in an office environment required, preferably in a higher education setting
• Good understanding of file management required
• Experience with any of the following programs: Hyland OnBase, Hyland Brainware, Oracle CRM RightNow, and SOAR PeopleSoft preferred

Competencies/Technical/Functional Skills

• Aptitude for organization, thoroughness, and accuracy in detailed work. Highly detailed oriented.
• Ability to work near others in a congenial and supportive environment.
• Ability to work independently and under pressure of deadlines.
• Possess mature judgment with ability to be tactful and diplomatic in difficult student and staff/faculty encounters, good oral and interpersonal communication skills.
• Ability to identify and solve problems.
• General knowledge of Microsoft Windows and Office Suite.
• Knowledge of Adobe Acrobat Pro for creating and editing PDFs preferred. Proficient knowledge of computer uses and software packages; preference given to applicants with demonstrated experience/expertise with Windows 10.
• Experience with document scanning and management and student information systems preferred.

Travel: Occasional travel may be required.

Job Function

• Administrative

Industries

• Higher Education