Job Description

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.

Qualifications

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.
• 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.
• Processes various form requests including Course Request Cards, Program Level Adjustment requests, and Program Changes.

Transfer Credit Evaluation

• Explain and provdie policy information on transfer credits
• Review transfer credits during Move to Student process.
• 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.
• Coordinate the apostilles/notarization of the official diploma and transcript.

Grading

• Maintain Colleague parameters for online grade submission and collaborate with the Office of Information Technology to maintain the online incomplete contract form on HubHelper.
• Ensure timely submission of grades through regular communication with faculty, and followup 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.
• Under the direction of the Assistant Registrar for Curriculum & Graduation, prepare and distribute degree completion notifications and coordinate printing and mailing of diplomas.
• Deliver positive, proactive service to CalArts students, staff, and faculty, and to any members of the community seeking assistance from the office.

SKILLS/ABILITIES:

• Interpret, explain and apply administrative policies, procedures and practices relative to assigned areas of responsibility, ensuring consistency and a high degree of accuracy.
• Operate a computer and other standard office equipment including imaging systems and using Microsoft Office/Google Suite.
• Prepare clear, concise and accurate records, data entries, reports and other written materials.
• Maintain the confidentiality of department and student records and information in accordance with FERPA.
• Ability to manage competing priorities while retaining focus on team goals.
• Strong written and oral communication skills.
• Strong organizational skills and attention to detail.

EDUCATION:

• Associate’s degree or equivalent combination of education and work experience is required.

EXPERIENCE:

• The successful candidate will possess a minimum of one to three years of professional experience working in a registrar’s office or in an environment that provides familiarity with the maintenance of academic records and issuance of official transcripts. Prior experience in a Registrar's office, Colleague, or other student information system, as well as proficiency in maintaining student academic records is highly preferred.

Application Instructions

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

Academic Records Specialist - ID:131288

Salary

$22.94-$24.94 an hour

Equal Employment Opportunity Statement

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.