Academic Records Specialist

Georgetown University; United States; On-site; USD 26,000 - 40,000; Full time

Benefits offered by this job

Tuition assistance

Work-life balance benefits

Employee discounts

Job summary

Georgetown University is seeking an Academic Records Specialist 2 to ensure accuracy and integrity of student academic records. You will interpret policies, process grades, confer degrees, update advisor records, and handle transfer credits while maintaining confidentiality.

Reporting to the Associate Registrar for Academic Records, the role emphasizes high attention to detail, strong communication, and teamwork in a campus environment in Washington, D.C.

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.
• Attention to detail and a high level of accuracy are essential to perform these tasks effectively.
• Strong organizational and time management skills are highly valued.

Responsibilities

• 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.
• The position may involve resolving issues related to academic records, registration, and student accounts.
• Candidate should demonstrate effective problem-solving abilities and the capacity to address challenges proactively.
• Candidate should possess strong interpersonal skills and the ability to handle inquiries and requests in a professional and courteous manner.
• Candidate should be able to work effectively both independently and as part of a team.

Skills

Banner/PeopleSoft

Attention to detail

Communication

Teamwork

MS Office

Education

High School Diploma

Tools

Banner

PeopleSoft

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.

Academic Records Specialist 2

Job Overview: 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.

Responsibilities

• 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.
• The position may involve resolving issues related to academic records, registration, and student accounts.
• Candidate should demonstrate effective problem-solving abilities and the capacity to address challenges proactively.
• Candidate should possess strong interpersonal skills and the ability to handle inquiries and requests in a professional and courteous manner.
• Candidate should be able to work effectively both independently and as part of a team.

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.
• Attention to detail and a high level of accuracy are essential to perform these tasks effectively.
• Strong organizational and time management skills are highly valued.

Additional Details

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 projected salary 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.

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.

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.

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