Academic Records Assistant

Southern Baptist Theological Seminary; Louisville, Northern (KY, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Southern Baptist Theological Seminary in Louisville, KY is seeking an Academic Records Assistant to support the Registrar’s Office. The role handles inquiries, transfer credits, and graduation event coordination to help students navigate their academic progress.

The position requires an undergraduate degree and prior office administration experience; higher education experience is a plus. Work is performed in an office setting with daily recordkeeping tasks.

Qualifications

• Previous office administrative experience.
• Experience in higher education administration desired.
• Strong communication and customer service skills.

Responsibilities

• Respond to phone and email inquiries regarding academic records.
• Process transfer credits and evaluations for students.
• Maintain the Transfer Evaluation System database as needed.
• Enter approved transfer credit into student records.
• Assist in coordinating graduation ceremonies for Southern Seminary and Boyce College.
• Generate and distribute reports as requested.

Skills

Administrative experience

Higher education administration

Education

Undergraduate degree

Job description

Working at Southern Seminary is more than a job—it's an opportunity to use your gifts in rewarding, ministry-focused work that supports a mission that matters.

Our talented faculty and staff serve together to support our diverse campus community and advance the mission of Southern Seminary. Enjoy a fast-paced, engaging, and family-friendly work environment, comprehensive benefits, and opportunities for workplace flexibility—all while becoming part of Southern Seminary's rich legacy and continued ministry.

Full-Time in Louisville, KY - Academic Records

JOB SUMMARY:

The Academic Records Assistant position provides administrative support to the Registrar’s Office, assisting with day-to-day operations and student services. Responsibilities include responding to phone and email inquiries, assisting students with academic records questions, overseeing the transfer credit process, and evaluating undergraduate and graduate transfer credit as needed. This role also coordinates all of the administrative functions related to institutional graduation events.

ESSENTIAL JOB FUNCTIONS:

The employee in this position will have the following essential job functions:

Academic Records

• Student Registration:
• Process Course Change Forms
• Process independent studies
• Process Repeated Course Forms
• Process course drops as needed
• Register students for Waitlisted courses
• Process transfer credits and evaluations for prospective and current students.
• Maintain the Transfer Evaluation System database as needed
• Enter approved transfer credit into student records
• Receive and process transcript requests, including:
• Managing daily outgoing transcript fulfillment.
• Processing incoming transcript requests as needed
• Manage data updates and student record changes, including:
• Admission to Registration data transfers
• Changes to student location
• Course withdrawals
• Student withdrawals
• Grade updates
• Name changes and personal information
• Miscellaneous charges as needed
• Process official documentation requests, including:
• Enrollment and degree verifications
• Apostille/Verifications
• Generate and distribute reports as requested, including:
• Faculty meeting materials
• Monthly and ad-hoc reporting needs
• Open, sort, and distribute incoming mail to appropriate personnel
• Assist in the coordination of graduate and staff involvement in the spring and fall graduation ceremonies for both Southern Seminary and Boyce College, working closely with other offices on campus

Performs other duties as may be assigned.

EDUCATION:

The person in this position should have an undergraduate degree.

EXPERIENCE:

The person in this position should have previous office administrative experience; experience in higher education administration desired.

SUPERVISION:

The person in this position will supervise no one.

The person in this position will report to the Registrar

WORK ENVIRONMENT:

The person in this position will work in an office environment, typically sitting at a desk or table, having to lift light objects.

EQUIPMENT:

The person in this position will use the following equipment: Desktop computer, Jenzabar EX, Microsoft Office products, especially MS Excel ®, other desktop applications as needed/developed, telephone, copy machine/scanner, various printers.

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