Academic Records Specialist

Loyola Marymount University; Town of Lewisboro (NY); On-site; USD 37,000 - 46,000; Full time

Job summary

Loyola Marymount University is seeking an Academic Records Specialist to support the Registrar Office. The role handles inquiries from students, faculty, and staff, processes registrations and verifications, and helps digitize historic transcripts.

The position is temporary with a February 2027 end date and requires strong communication, data entry, and confidentiality skills within a university setting.

Qualifications

• Typically a bachelor’s degree or equivalent work experience in an academic setting.
• Minimum one year of registrar/academic records experience preferable.
• Experience with office software and data entry in an academic environment.
• Strong written and oral communication, proofreading, and grammar.
• Ability to handle confidential information and follow FERPA guidelines.

Responsibilities

• Provide timely, accurate information on registrar policies to students, faculty, and staff.
• Process registrations, late changes, and degree verifications as needed.
• Coordinate record digitization and maintain secure storage of digital transcripts.
• Supervise and train work-study student workers for general inquiries.
• Respond to inquiries via email, Zoom, in-person, and phone with courtesy.
• Maintain current knowledge of university policies and procedures.

Skills

Customer service

Communication

Data entry

Microsoft Office

Organizational skills

Attention to detail

Confidentiality

Teamwork

Problem solving

Time management

Education

Bachelor’s degree

Tools

Student Information System

Microsoft Office Suite

Excel

Google Docs/Sheets

Box/Cloud storage

Job description

The Academic Records Specialist performs a variety of coordinating functions within the Office of the Registrar that supports the University’s mission and office goals. The ARS – CSS serves as an academic records information representative who provides timely and accurate information to students (current and prospective), faculty and staff regarding registrar policies, procedures and record maintenance. This involves, but is not limited to prompt and accurate responses to in-person, email, Zoom, and phone inquiries and requests. Responsible for collecting, recording, maintaining, and reporting of student records within FERPA guidelines.

Please note that this position is considered temporary, with an expected end date of February 2027.

Position Specific Responsibilities/Accountabilities

Registration – This position involves assisting with all registration processes, including but not limited to, processing registration late adds, unit overloads, grade change requests, and various other registration-related requests and inquiries. The role also includes assisting, reporting, and collecting enrollment and degree verifications for international students, as well as overseeing, scheduling, and training student workers for general inquiries made by the student body.

Specialist

• Maintain records and report on enrollment and degree verifications when requests are made by current and past students.
• Serve as a first point of contact for the Office of the Registrar by providing quality customer services in a timely fashion. Respond to inquiries via email and Zoom, in-person and answering the main phone line. Respond to questions pertaining to rules, regulations, policies and procedures in a thorough, accurate and courteous manner.
• Oversee, schedule, and train work-study student workers who are responsible for general inquiries via phone calls, emails, and in-person visits.
• Provide assistance to constituents by explaining and demonstrating various policies and processes.
• Ensure accuracy of information by maintaining current knowledge of university and office policy and procedures.
• Manage and update voicemail messages and auto-responses.
• Liaison to university services (ITS, Facilities Management, Public Safety, OneCard). Prepare documents or submit requests. Troubleshoot problems/issues with university service services.
• May update standard information/data to website/blog within the applications content management system.
• Coordinate and manage record digitization efforts for historic transcripts and academic records, ensuring that digital images are stored securely and properly
• Other duties as assigned by the University Registrar or Assistant Registrar. Other duties include staffing convocation and commencement and their related activities and events.

Registration

• Process registrations, late registrations and changes to registrations (registration holds, or registration hold releases, unit overloads, etc.)
• Compose correspondence regarding student registration, academic records and graduation records.
• Perform other duties as assigned by the Associate Registrar or University Registrar not limited to: processing grade sheets; auditing and updating academic records; assisting with academic reports, both internal and external; assisting with orientation, registration, and commencement.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a bachelor’s degree from an accredited institution or equivalent combination of education and experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum one year of relevant experience in the areas of registrar/academic records/student systems preferable in an academic community.
• Experience working in an office setting.
• Experience working in higher education.
• Experience with databases and data entry.
• Experience working with a Student Information System.
• Demonstrated knowledge in the areas of: Modern office practices and procedures; operation of various office machines; filing systems; proofreading; correct use of English, spelling, grammar; mathematical computations. Organizational skills and accuracy in recording tasks are essential.
• With minimal supervision, perform academic record functions involving independent judgment and requiring accuracy. Stay informed on academic policies and regulations, as well as changes in office procedures.
• Use good judgment in interpreting the rules, regulations, procedures, and policies of the University (which vary with each college) for the students and faculty, referring exceptions to the proper person for appropriate action.
• Maintain confidences and confidential information.
• Exemplary communication skills (both written and oral). Work effectively with all levels of the University organization, maintaining a friendly, courteous, fair, and yet firm disposition.
• Demonstrated computer competency and preferably knowledgeable of Microsoft Office suite.
• Highly developed organizational and customer service skills. Must be highly motivated, self-directed, detailed and results oriented with the ability to maintain multiple projects.
• Exemplary communication skills (both written and oral), including use of proper email and phone etiquette, proofreading, good grammar and spelling usage.
• Maintain a personable and professional demeanor at all times.
• Ability to provide competent responses to constituents, being sensitive to individual needs. Maintain confidentiality of admissions records. Prioritize, delegate and ensure completion of a variety of tasks with multiple deadlines.
• Ability to coordinate multiple activities, establish priorities, attend to detail, handle interruptions, manage time, take ownership of tasks, and follow up.
• Demonstrated computer competency and proficiency in Microsoft Office (Excel, Word, PowerPoint), and online productivity software (e.g. Google Docs and Sheets).
• Demonstrated experience with data management and analysis, preferably using Microsoft Excel, other data management programs, and cloud storage (e.g. Box, Google Drive).
• Ability to multi-task, plan, organize and execute day-to-day operations; work under deadlines and maintain a detail-oriented approach to each task; ability to prioritize work-flow on a daily basis; ability to write internal communications.
• Skill in data entry with minimal errors and ability to review own work for accuracy.
• Ability to work in a collaborative team environment, being receptive to feedback, willing to learn, and embracing continuous improvement.
• Ability to problem-solve inquiries that involves researching and interpreting policies and analyzing possible solutions to apply the appropriate course of action.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.

Staff Temporary (Fixed Term)

Salary range

$26.54 - $33.12 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)

LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.

Individuals who require a reasonable accommodation to participate in any stage of the application, interview, or selection process may contact Human Resources at [e-mail] or by phone at [phone]. Applicants who use relay services or other assistive communication technologies are welcome to utilize those services when contacting Human Resources.

When contacting Human Resources, please include the job posting number, title of the position and department for which you are applying. Applicants are not required to disclose the nature of a disability or provide medical information when requesting an accommodation during the recruitment process.

LMU will work with applicants in a timely and interactive process to identify and provide reasonable accommodations consistent with applicable federal and state law.