Student Records Specialist

Position Summary

The Student Records (Administrative Support) Specialist assists students by tracking their academic records of course work, performing senior checks, and completing graduation audits and degree clearances for students in the College. Other record-keeping tasks involving student academic records are also required (readmission and visiting coursework approval assistance, GPA calculations, forms processing, and change of program requests, etc.).

Essential Job Functions

The Student Records Specialist position works in the Dean's Office of the College of Fine and Applied Arts and has specifically defined areas of responsibility and works with the Dean to promote recognition of the College and plan College functions. The Student Records Specialist works to enhance, develop, and implement supportive academic services to the undergraduates in the College. In addition, they provide educational services to all students enrolled in all General Education courses offered by the College of Fine and Applied Arts. They maintain contact with the broader university constituency through participation by the staff on university committees and by presenting at workshops and training. The office staff responds to inquiries and concerns from students, faculty, administrators, and parents. Maintaining current knowledge and providing helpful information are standards expected of all office staff.

• Communicating information clearly to students, faculty, parents, staff, and administrators about services, processes, and procedures using prescribed or established guidelines.
• Applying judgment in releasing confidential information or to whom to refer questions. Maintaining FERPA compliance and assisting departments in doing so as well.
• Responsible for processing new major declarations and completing program changes, senior checks, and graduation audits for eligible CFAA students. Checks must be accurate and sent to all advisors and students promptly to ensure shortages are no surprises during the final semester at AppState.
• Communicating with other departments, such as the Registrar's Office, regarding the status of student records and issues and/or the status of graduates (multiple times per year); updating Transfer Admissions and Engagement as needed regarding re-articulation issues; and updating academic departments with academic record updates (senior checks, substitutions, changes of major, etc.).
• Preparing and sending audits on demand to offices with higher-level needs, such as Financial Aid required course confirmation requests. Responding to emails/letters with specific issues regarding program requirements, such as program changes, substitutions, etc. Answering questions regarding audit results, such as GPA calculations, how substitutions affect earned hours, etc.
• Processing new major declaration notifications to departments, changes of program, and pre-graduation audits (senior checks).
• Reviewing all senior students' applications for graduation certification (three times per year).
• Reviewing data and information for completeness and accuracy per academic policies and procedures.
• Demonstrating knowledge of academic policies and procedures regarding students' records—the ability to answer questions regarding student academic information. Ability to access and interpret appropriate resources to answer questions about policies and/or procedures.

Knowledge, Skills, & Abilities Required

• Knowledge of academic policies and procedures at AppState
• Thorough knowledge of all degree requirements, including majors, minors (inside and outside the College), and general education
• Ability to make judgments about and to incorporate changes/revisions to all the above policies, procedures, and requirements frequently
• Ability to do GPA calculations, including GPA projections based on current schedule
• Knowledge of and firm understanding of DegreeWorks logic, scribing, and reporting functions to make exceptions and adjust the individual curricula to provide students and faculty with correct information
• Excellent communication skills, both oral and written, as well as organizational and time management skills
• Ability to process large volumes of work in a short time frame to meet University deadlines
• Most of the time is allocated to tasks that involve several steps and require selecting the most appropriate action with procedural and operational guidelines

Minimum Qualifications

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions. Diplomas or degrees must be received from appropriately accredited institutions.

Work Schedule

Monday through Friday, 8:00 am – 5:00 pm, with occasional after-hours work required.