Academic Records Specialist

Georgetown University; Lexington (MA); On-site; USD 26,000 - 40,000; Full time

Job summary

Georgetown University is seeking an Academic Records Specialist 2 to maintain accurate student records, support grade processing and degree conferrals, and ensure confidentiality under FERPA. Responsibilities include updating records, documenting procedures, and communicating with faculty and departments.

The role requires familiarity with student information systems (Banner/PeopleSoft) and MS Office, with an on-campus work designation. Strong organizational and compliance skills are essential.

Qualifications

• High School Diploma and 2–3 years of university/college administrative office experience preferred.
• Solid understanding of academic records management, student information systems, and university policies & procedures.
• Proficiency with student information systems (e.g., Banner, PeopleSoft) and MS Office suite; strong communication skills.

Responsibilities

• Update student records in the SIS, including grade postings and degrees awarded data.
• Assist with grade processing, degree conferrals, advisor updates, and transfer credit processing.
• Maintain confidentiality and comply with FERPA and university policies.

Skills

Communication skills

FERPA confidentiality

Attention to detail

Time management

Education

High School Diploma

Tools

Banner

PeopleSoft

Microsoft Office

Job description

Georgetown University comprises two unique campuses in the nation’s capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world.

Requirements

As an Academic Records Specialist 2, you’ll play a crucial role in ensuring the accuracy and integrity of student academic records at the university. Reporting to the Associate Registrar for Academic Records, you’ll be responsible for interpreting and applying student records policies. Your main tasks include maintaining accurate academic records for all students, assisting with grade processing, degree conferrals, advisor updates, transfer credit processing, and managing holds.

Job Overview

Additional duties include, but are not limited to:

• Update student records in the student information system including but not limited to grade postings, input thesis and dissertation titles, and maintain “degrees awarded” data.
• Manage general maintenance of academic records and assist in problem resolution for various academic records issues.
• Communicate tactfully and effectively with faculty, colleagues in Deans’ Offices, and other university departments to provide information and ensure quality records maintenance.
• Stay familiar with policies and procedures of relevant offices and the Office of the University Registrar to address inquiries from students, parents, and departments, etc.
• Analyze information accurately before adding data to students’ permanent records while upholding confidentiality standards as per the Family Educational Rights & Privacy Act.
• Responsible for creating and documenting clear and comprehensive standard operating procedures to streamline operations. Additionally, you will develop knowledge articles, canned responses and training materials that are easy to understand and effectively convey complex technical information.
• Process work promptly and efficiently in alignment with office and university timelines.
• Involves creating and documenting clear and comprehensive standard operating procedures to streamline operations, maintaining accurate academic records, processing various documents, developing knowledge articles, canned responses and training materials that are easy to understand and effectively convey complex technical information ensuring compliance with university policies and regulations.

Work Interactions

This position directly engages in direct communication with students, parents, faculty, and staff at Georgetown University via in-person interactions, phone calls, and email correspondence. Collaborates with various university departments including Student Accounts, Student Financial Services, Student Health, Housing, Dining Services, and Student Affairs during registration processes or when students terminate their enrollment. Provides support to the Office of Student Accounts by clarifying tuition and fee charges as well as refund procedures. Offers interpretation and clarification regarding holds that have registration and record impacts imposed by Student Accounts, Student Affairs, Student Housing, Student Health, or Deans’ Offices. Providing assistance to students, parents, faculty, and staff requires a customer-focused approach. Candidates should possess strong interpersonal skills and the ability to handle inquiries and requests in a professional and courteous manner.

The position may involve resolving issues related to academic records, registration, and student accounts. Candidates should demonstrate effective problem-solving abilities and the capacity to address challenges proactively. As academic records contain sensitive information, candidates must adhere to strict confidentiality protocols and comply with relevant laws and regulations, such as the Family Educational Rights and Privacy Act (FERPA). The ability to manage multiple tasks, prioritize workload, and meet deadlines is essential in a fast-paced university environment. Strong organizational and time management skills are highly valued. Collaborating with colleagues within the registrar’s office and across various university departments is often required. Responsible for creating and documenting clear and comprehensive standard operating procedures to streamline operations. Additionally, you will develop knowledge articles , canned responses and training materials that are easy to understand and effectively convey complex technical information. Candidates should be able to work effectively both independently and as part of a team.

Requirements and Qualifications

• High School Diploma and up to 5-8 years of experience required (or equivalent combination of education and work experience)
• 2 - 3 years Previous experience working in a university or college administrative office preferably a registrar’s office.
• Should have a solid understanding of academic records management, student information systems, and university policies and procedures related to academic records.
• Proficiency in using student information systems (such as Banner, PeopleSoft, or similar platforms). Strong computer skills, including knowledge of database management and Microsoft Office Suite, are also essential.
• Excellent verbal and written communication skills are crucial for effectively interacting with students, faculty, staff, and other stakeholders
• Ability to convey complex information clearly and tactfully is important.
• Attention to detail and a high level of accuracy are essential to perform these tasks effectively.

Work Mode Designation

This position has been designated as On-Campus. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation.

Pay Range:

The projectedsalary or hourly pay range for this position which represents the full range of anticipated compensation is:

$19.20 - $28.70

Compensation is determined by a number of factors including, but not limited to, the candidate’s individual qualifications, experience, education, skills, and certifications, as well as the University’s business needs and external factors.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodations for any part of the application and hiring process, please visit the Office for Equal Opportunity Compliance website for general information about requesting accommodations, as well as information about requesting accommodations specifically for applicants. You also can also contact the Office for Equal Opportunity Compliance at [phone] or [e-mail].

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown’s commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

GU is an Equal Opportunity Employer. All qualified applicants are encouraged to apply, and will receive consideration for employment without regard to age, citizenship, color, disability, family responsibilities, gender identity and expression, genetic information, marital status, matriculation, national origin, race, religion, personal appearance, political affiliation, sex, sexual orientation, veteran status, or any other characteristic protected by law.

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website.