Academic Records Specialist

Description

 

Description
The Office of Academic Records at the University of Tennessee at Martin is currently accepting applications for an Academic Records Specialist. Reporting to the Registrar’s Office, the Academic Records Specialist’s primary responsibility will be ensuring quality customer service, to our students, faculty, and staff. In addition to the duties below, this position will work closely with and assist our additional specialists and help where needed.

The specialist will collaborate with all the academic departments, College deans, and Departmental chairs. This position will need to develop a thorough understanding of the university catalog and policies to ensure accuracy and consistency within the position. The specialist will need to communicate and engage with students, parents, faculty, and staff via phone, in person, and email regarding all the various functions of the Records Office. 

Duties and responsibilities:
•    Federal National Student Clearinghouse responsibilities include but are not limited to error resolution, account reconciliation, degree verifications, and student transcript requests.
•    Complete the Federal NSLDS (Nat. Student Loan Data System) error resolution report, generated each month. 
•    Receive and process major/concentration/ minor changes, corrections, and additions. Changes will need to be entered quickly and accurately and a thorough knowledge of the curriculum to reject errors and assist in accurate submissions 
•    Reconcile outstanding transcript fees on the general ledger and report to the Bursar Office.
•    Manage and maintain Registrar’s office email account and sort, open, and distribute received mail from the post office. 
•    Monitor office work calendar and provide reminders to office staff.
•    Answer office telephone lines and assist/direct students and faculty as needed. 
•    Maintain the key inventory and office equipment inventory/surplus equipment records.
•    Learn and support staff or student employees in keeping document imaging processes up to date.
•    Assist with graduation responsibilities requiring accuracy and great attention to detail including but not limited to preparation of lists of graduating students, ceremony line of march, faculty line of march, name card preparation, diploma ordering, and distribution and maintaining the integrity of diploma storage, as well as participating in graduation practice and ceremonies.
•    Aid with ordering office supplies.
•    Support and assist with student transcript requests.
•    Serve as backup to the Transfer Specialist and assist with the evaluation/enter transfer student transcripts during peak periods. 
•    Assist with the preparation of state sales tax returns as scheduled.
•    Be familiar with the student and faculty banner portals to support students and faculty in locating requested information.
•    Have working knowledge of the SAP IRIS system and be familiar with processes including but not limited to accounts payable, travel, procurement card, and space inventory. 
•    Serve as support and assist with the processing of student schedule changes (drop/add forms).
•    Serve as support with room reservations, as needed.
•    Assist with the processing of enrollment verification letters.
•    Aid in the processing of name/address changes/SSN corrections.
•    Develop and maintain a working level of knowledge regarding all academic programs at the university.
•    Work independently toward a common goal to meet high-priority deadlines.
•    Provide high-quality customer service in all aspects of the position. 
•    Other duties as assigned and needed within the office and for the team. 

Qualifications

 

Qualifications
Minimum Qualifications:
•    High school diploma and one year of relevant experience, or an equivalent combination of education, training, and experience.
•    Excellent computer skills including but not limited to Microsoft Word, Excel, Microsoft Teams, and Outlook.
•    Excellent oral and written communication skills.
•    Excellent organizational skills.
•    Strong attention to detail.
•    Ability to learn an enterprise system, Degree Works, Banner SIS, as well as the National Student Clearinghouse software.
•    Must be a self-starter, able to work independently, have initiative, and strong decision-making skills.
•    Ability to be dependable, punctual, and a team player.
•    Ability to learn new software and processes.

Preferred Qualifications:
•    Experience working in a fast-paced office environment, multi-tasking, and time management.
•    Be able to process data entry for extended lengths of time.
•    Experience working for a higher education institution.
•    Experience in Banner Student Information Systems.

Application Process:  Qualified applicants must apply online and attach a cover letter and resume
Application Deadline:  Review of applications will begin immediately and will continue until a suitable candidate has been selected.
Minimum hiring rate $12.00 (Market Range 03) – Salary commensurate with education and experience
To view Annual Security & Fire Report – http://www.utm.edu/departments/publicsafety/index.php

Job
  Student Services Support 
Primary Location
  US-Tennessee-Martin 
Organization
  Academic Records 
Campus/Institute  Martin 
Schedule
  Full-time 
Job Posting
  Oct 12, 2022, 9:54:46 AM