November 15, 2024

The University of Iowa

Iowa City

TEMPORARY

Academic Records Specialist

Posting ID

146952

Department

Registrar/Office of the Provost

Jobcode

Registrar Services Specialist

Working Title

Academic Records Specialist

Details

The Registrar Services Specialist in the Transcripts & Verifications area of the Office of the Registrar will collaborate within our team environment. Our team is responsible for following Family Educational Rights and Privacy Act (FEPRA) regulations while having an eye for detail and accuracy when processing academic records requests, authenticating, and verifying the accuracy of academic records, communicating effectively with our team, students, internal office staff, faculty, department/collegiate offices and the public including outside entities wishing to verify academic information. We also reference and apply enrollment information and changes to academic records using our student information system (SIS) and the National Student Clearinghouse (NSC). As part of the Transcripts & Verifications team, you will collaborate to analyze and improve processes to support efficiency and student success.
In this role, you will:

Prepare official verifications of enrollment, degree, dates of attendance, etc. for students, staff and outside agencies within FERPA guidelines.
Provide enrollment and/or degree verifications to students and various agencies and inquirers (e.g., NSC, military, subsidized housing, vocational rehabilitation, background investigators, insurance agencies).
Monitor daily emails and answer phone calls; resolve inquiries accordingly by listening and providing excellent customer service, using detailed research methods, communicating with UI Service Center co-workers, supervisor, and other areas within or outside The Office of the Registrar and by keeping accurate records of resolutions.
Continuously monitor My UI, and Registrar websites, and all Registrar communication to ensure that students and outside agencies are always provided the most accurate information.
Contribute ideas to improve workflow efficiencies that contribute to our service excellence standards.
Interpret and respond to requests for Office of the Registrar information, data, services, complaints, etc.
Provide back up support for various office areas duties, email boxes, and phones.
Accurately process, produce, and release, or print and mail, official transcript orders daily.
Authenticate and verify the accuracy of official academic records such as transcripts. Apply changes in academic record policies.
Apply enrollment changes in academic records using SIS and NSC.
Maintain, interpret and assist students, faculty, staff and public with student records problems or questions.
Be available at end of each academic session to fulfill high volume of transcript orders requested after grade runs or degree conferral.
May provide back up to the Registrar Services Coordinator in Imaging department on taking in closed school records and producing transcripts for those schools. Communicate those processes to the Transcripts & Verification team and the UI Service Center.
May provide back up to the Registrar Services Specialists in the UI Service Center to learn basic registration duties and coordinate with the Share Point database specialist to keep all information on Transcripts & Verification processes up to date.
Apply and enter miscellaneous fees as authorized.
Complete tracking spreadsheets daily and monitor transcripts order numbers.
Enter routine transactions through University Billing preliminary transaction panel in SIS.
Perform other tasks, as needed, or assigned (e.g., end of month processes, or end of session processes, filing, etc.).

Qualifications:

A bachelor’s degree or an equivalent combination of education and experience.
Some (typically 6 months to one year) related experience in an administrative academic setting with understanding and applying university or college rules.
Demonstrates a BASIC proficiency level in:

o The ability to establish, build, and maintain productive relationships and partnerships within and external to own unit and agencies.
o The ability to work in a team-based environment that supports a variety of individuals and groups in a constructive and respectful manner while appreciating the unique contribution of an inclusive workforce.

Demonstrates a WORKING proficiency level in:

o The ability to create, maintain, retrieve, and archive electronic and procedural documents. Follows security and version management guidelines and practices as well as standard processes and procedures to ensure/maintain data accuracy, integrity, and confidentiality.
o Understanding of the necessity and ability to process information with high levels of accuracy and attention to detail.
o Use of communication concepts, tools, and techniques to effectively transmit, receive, and accurately interpret information to various groups.
o Effective use of online records management systems, preferably MAUI (internal UI) system or other student records system or product (I.e., Banner, Peoplesoft).
o The ability to learn and apply broad institutional rules, policies and laws, such as understanding FERPA and other university and federal regulatory procedures.
o Application of Microsoft Office Suite applications such as but not limited to Word, Excel and One Note.

Desirable Qualifications

Understanding of the University’s and Registrar’s Office mission, vision, and key factors.
Demonstrates basic familiarity with cash handling, financial processes, and procedures.
Experience working in higher education, preferably in a Registrar’s office or role.
Direct experience and familiarity with FERPA and university regulations preferred.

This role will be on-site with opportunity for a hybrid schedule. This is a 100% temporary role for 6 months at $24/hour. To apply, email a resume and cover letter to tracey-pritchard@uiowa.edu (mailto:tracey-pritchard@uiowa.edu).

Contact

TRACEY PRITCHARD
Email: tracey-pritchard@uiowa.edu

Application Instructions

Email a resume and cover letter to tracey-pritchard@uiowa.edu

Ad Start Date

11/14/2024

Ad End Date

11/18/2024

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