Academic Records Specialist

Details

  • Position Category: Non-Academic
  • Position Title: Academic Records Specialist
  • School/Department: Registrar
  • Reports To: Associate Registrar
  • Time: Full-Time
  • Appointment: Regular

Information & Responsibilities

SUMMARY:

Reporting to the Associate Registrar, the Academic Records Specialist performs a variety of technical and clerical tasks in connection with registration, transcript processing, records maintenance, academic progress success, and transcript evaluation. The Academic Records Specialist is responsible for ensuring accurate and efficient operations of the registration and academic records maintenance processes managed by the Office of the Registrar. This position’s primary responsibilities include processing transcript requests, updates to student schedules, degree and enrollment verifications, transfer credit evaluation, and other records maintenance tasks, as well as providing friendly and informative service to anyone who contacts the office by phone, email, or in person, and providing general clerical and administrative support to the office.

Requirements

ESSENTIAL JOB FUNCTIONS:

General Duties –

  • Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, transfer credit, registration, and student enrollment status.
  • Processes late registration and enrollment changes, assuring accurate posting of student enrollment changes.
  • Provide technical information on issues pertaining to the interpretation of student record guidelines and policies.
  • Verifies class enrollment status for students and faculty members. Interacts with students, faculty, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
  • Evaluates, corrects, and updates student records in compliance with educational codes, identifies and updates student course repetitions; performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating program petitions.
  • Serves on, or supports committees to provide job-related information, as assigned.
  • Provides faculty members and other staff with pertinent information about and procedures for attendance and grades, class deadlines, etc.
  • Maintains up-to-date knowledge of programs, services, policies, and procedures for registration, and student records. Provides information and communication to the community, including topics such as graduation, grading, and transfer.
  • Performs other duties as assigned that support the overall objective of the office.

Records Maintenance –

  • Process preloaded schedules and individual scheduling requests.
  • Prepare student and staff ID cards and maintain the ID machine.
  • Enter academic standings into Colleague and distribute academic and other warning or probation letters in electronic and hard copy versions as directed by the Registrar.
  • Assist the Enrollment Specialist with auditing admissions files for incoming students; enter PERC holds to reflect missing documents.
  • Maintain accurate and up-to-date student records through regular updates of address and name changes, processing of academic forms, and data corrections resulting from regular quality assurance reviews of student data.
  • Assist with the maintenance of Extended Studies, Gateway, and other special programs.
  • Processes Program Level Adjustment requests.

Transfer Credit Evaluation –

  • Serves as a backup to Enrollment Specialist.

Official Transcript Processing & Enrollment Verifications –

  • Oversee, process, and prepare transcript requests submitted through the National Student Clearinghouse.
  • Assists students in obtaining records, enrollment, and degree verifications. Mails copies of transcripts and verifications of enrollment as requested.

Grading -

  • Maintain Colleague parameters for online grade submission and collaborate with the Office of Information Technology to maintain the online incomplete contract form HubHelper.
  • Ensure timely submission of grades through regular communication with faculty, and follow-up communication with faculty and deans to resolve missing or unresolved grades.
  • Review and process grade changes in accordance with institute policy, including verification of impact on academic standing and degree completion.

Clerical and Administrative Support –

  • Manage the Registrar Office email account and phone lines.
  • Compose general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail, and completing forms
  • Provide administrative support for department events (such as Course Advising Day), coordinating catering and facilities requests, and scheduling rooms
  • Under the direction of the Assistant Registrar for Curriculum & Graduation, prepare and distribute degree completion notifications and final degree transcripts, and coordinate printing and mailing of diplomas, including preparation, review, and distribution of diploma hold notifications.
  • Deliver positive, proactive service to CalArts students, staff, and faculty, and to any members of the community seeking assistance from the office.

SKILLS/ABILITIES:

  • Strong technical skills, including proficiency in Microsoft Excel and experience working with relational databases
  • Demonstrated ability to maintain consistent attention to detail
  • Ability to manage competing priorities while retaining focus on team goals
  • Excellent written communication skills
  • Excellent organizational skills

Qualifications

EDUCATION:

  • Associate’s degree or equivalent work experience (Bachelor’s degree preferred)

EXPERIENCE:

  • 1-3 years experience in a registrar’s office or similar environment (preferred)
  • Experience working with Colleague or other student information system (preferred)
  • Experience working with students in an academic environment (preferred)

How to Apply

This position is available immediately.  If you are interested, please follow the link to Interfolio below:

Academic Records Specialist - ID:100894

Equity & Diversity

California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking.  Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.

Further Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.

TypeNon-Academic
School/DepartmentRegistrar
Reports ToAssociate Registrar
StatusFull-Time
AppointmentRegular
Requirements

ESSENTIAL JOB FUNCTIONS:

General Duties –

  • Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, transfer credit, registration, and student enrollment status.
  • Processes late registration and enrollment changes, assuring accurate posting of student enrollment changes.
  • Provide technical information on issues pertaining to the interpretation of student record guidelines and policies.
  • Verifies class enrollment status for students and faculty members. Interacts with students, faculty, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
  • Evaluates, corrects, and updates student records in compliance with educational codes, identifies and updates student course repetitions; performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating program petitions.
  • Serves on, or supports committees to provide job-related information, as assigned.
  • Provides faculty members and other staff with pertinent information about and procedures for attendance and grades, class deadlines, etc.
  • Maintains up-to-date knowledge of programs, services, policies, and procedures for registration, and student records. Provides information and communication to the community, including topics such as graduation, grading, and transfer.
  • Performs other duties as assigned that support the overall objective of the office.

Records Maintenance –

  • Process preloaded schedules and individual scheduling requests.
  • Prepare student and staff ID cards and maintain the ID machine.
  • Enter academic standings into Colleague and distribute academic and other warning or probation letters in electronic and hard copy versions as directed by the Registrar.
  • Assist the Enrollment Specialist with auditing admissions files for incoming students; enter PERC holds to reflect missing documents.
  • Maintain accurate and up-to-date student records through regular updates of address and name changes, processing of academic forms, and data corrections resulting from regular quality assurance reviews of student data.
  • Assist with the maintenance of Extended Studies, Gateway, and other special programs.
  • Processes Program Level Adjustment requests.

Transfer Credit Evaluation –

  • Serves as a backup to Enrollment Specialist.

Official Transcript Processing & Enrollment Verifications –

  • Oversee, process, and prepare transcript requests submitted through the National Student Clearinghouse.
  • Assists students in obtaining records, enrollment, and degree verifications. Mails copies of transcripts and verifications of enrollment as requested.

Grading -

  • Maintain Colleague parameters for online grade submission and collaborate with the Office of Information Technology to maintain the online incomplete contract form HubHelper.
  • Ensure timely submission of grades through regular communication with faculty, and follow-up communication with faculty and deans to resolve missing or unresolved grades.
  • Review and process grade changes in accordance with institute policy, including verification of impact on academic standing and degree completion.

Clerical and Administrative Support –

  • Manage the Registrar Office email account and phone lines.
  • Compose general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail, and completing forms
  • Provide administrative support for department events (such as Course Advising Day), coordinating catering and facilities requests, and scheduling rooms
  • Under the direction of the Assistant Registrar for Curriculum & Graduation, prepare and distribute degree completion notifications and final degree transcripts, and coordinate printing and mailing of diplomas, including preparation, review, and distribution of diploma hold notifications.
  • Deliver positive, proactive service to CalArts students, staff, and faculty, and to any members of the community seeking assistance from the office.

SKILLS/ABILITIES:

  • Strong technical skills, including proficiency in Microsoft Excel and experience working with relational databases
  • Demonstrated ability to maintain consistent attention to detail
  • Ability to manage competing priorities while retaining focus on team goals
  • Excellent written communication skills
  • Excellent organizational skills
Education and Experience

EDUCATION:

  • Associate’s degree or equivalent work experience (Bachelor’s degree preferred)

EXPERIENCE:

  • 1-3 years experience in a registrar’s office or similar environment (preferred)
  • Experience working with Colleague or other student information system (preferred)
  • Experience working with students in an academic environment (preferred)
Instructions

This position is available immediately.  If you are interested, please follow the link to Interfolio below:

Academic Records Specialist - ID:100894

Equity and Diversity

California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking.  Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.

Additional Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.