Los Angeles, CA United States
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Academic Records Specialist

Otis College of Art and Design, Office of Registration

Job Title: Academic Records Specialist
Job Location: Los Angeles , CA
United States
Status: Full-Time
Job Category: Academic administration & affairs
Application Closing Date: Until Filled
Date Posted: 2018-09-14
Industry: Academic/Education

Job Description

The Academic Records Specialist is an operations-focused position in the Office of Registration. The Academic Records Specialist performs important administrative duties in overseeing processes and providing services related to student academic records, registration, and the enforcement of academic regulations, etc. The Academic Records Specialist modifies, updates, and interprets student information in a centralized student information database, applies academic regulations to a variety of situations, performs complex calculations, and investigates and resolves reported errors in academic records. The Academic Records Specialist exercises a significant amount of independent judgment and discretion in the performance of their job duties. This position reports to the Assistant Registrar.

Job Duties

•Maintains a centralized student information database and related student records. Enters and/or verifies student information as needed. Performs database research as required. Updates database to reflect curricular changes and accurate course description information.

•Provides effective customer service by having a thorough understanding of applicable academic regulations, rules, policies and procedures and applies that knowledge in order to disseminate information, problem solve and complete processes.

•Processes a variety of academic forms and documents (i.e., change of major forms, course transfers/substitutions related to change of major, course approvals for Graduate programs, etc.)

•Coordinates and assembles student information documentation. Ensures completeness and accuracy of student files. Establishes and maintains files and records which contain confidential student information. Ensures reconciliation and quality control of records.

•Coordinates production and distribution of course rosters to departments and faculty.

•Tracks grade submissions, consecutive absences, last dates of attendance and attendance record deadlines, and grading irregularities within each academic department. Follows-up with department chairs and/or faculty as needed. Identifies and corrects transcript anomalies.

•Oversees the Commencement Eligibility List and works with Academic Advising to verify student eligibility. Approves the final commencement list and verifies the accuracy of names, department, honors, etc.

•Records degrees when degree requirements have been met. Coordinates diploma production and distribution.

•Generates letters, lists, and reports (i.e., National Student Clearinghouse Reports) from the student database. Notifies senior non-completers of remaining degree requirements. Prepares, reviews, and processes departmental paperwork such as new student transfer credits, requests for incompletes, petitions for graduation, transcript requests, and other documents. Complies with established policies, procedures, and pertinent laws governing the release of confidential information.

•Serves as primary data submission person and transcript coordinator with the National Student Clearinghouse. Ensures accuracy of enrollment submissions and corrects any errors (enrollment and SSCR). Processes official transcripts and maintains the transcript information posted on the NSC website.

•Works closely with the One Stop staff to handle more complex registration issues. Covers the One Stop area during their department meetings as needed.

•Assists students with procedural information and clarification relating to registration and academic matters such as the Dashboard, Self-Service, online registration, graduation petitions, posting of degrees, etc.

•Provides back-up coverage for the Extension Registration staff when needed and attends Extension Open House.

•Initiates the use of technology (i.e., digital scanning, electronic archiving) to improve operational processing, storage, and retrieval of student records.

•Participates in special assignments, short-term projects, and/or special events as needed (i.e., graduation, new student registration, orientation.) May help prepare agendas, gather and organize supporting information/supplies, and/or oversee production and/or distribution of materials, etc.

•Provides backup support and relief coverage as needed.

•Performs other related duties as assigned

Job Requirements

Required Qualifications

Bachelor’s degree required or combination of education and experience as substitute for minimum education. A minimum of three (3) years of administrative and/or academic support experience in a college or university registration office is preferred. Computer proficiency in MS Word and Excel is required.

Preferred Qualifications

An understanding of college curricula, degree requirements, and academic regulations is preferred. Familiarity with policies, procedures, and regulations affecting student enrollment, student privacy, and FERPA is preferred. Evidence of successful management of student records and enrollment systems preferred. Banner experience highly desired.

Other Skills:

•Demonstrated commitment to working with a diverse population of students, faculty, and staff and able to interact effectively with department chairs, faculty, staff, and students.

•Strong interpersonal and communication skills and excellent organizational skills.

•Thorough knowledge and understanding of student information systems, including familiarity with Registration software applications.

•Attention to details and data accuracy.

•Ability to solve problems and generate new ideas and methods to further the goals of the department.

•Must be a self-starter and able to work independently.

•Must be comfortable with evolving technology.

Information and Application Process Instructions

Interested candidates must apply via Otis’ website at https://otis.simplehire.com to be considered for the position.

When inquiring or applying for this position, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at the Otis College of Art and Design and at other institutions of higher education in the region on www.AcademicCareers.com

To obtain more information or to submit your resume you can contact as shown below. If you apply for this position, please say you saw it first on www.AcademicCareers.com. Thank you.

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