Academic Records Specialist I

Western University of Health Sciences; Pomona (CA); On-site; USD 23,923 - 34,073; Full time

Job summary

Western University of Health Sciences seeks an Academic Records Specialist I to provide essential front-line services for the Office of the Registrar. Key responsibilities include managing student records, coordinating document imaging, and providing outstanding customer service.

The ideal candidate will have a High School Diploma and experience in clerical work, alongside strong communication and computer skills. The position is in-office, with a work schedule from Monday to Friday.

Compensation is $21.05 per hour.

Qualifications

• Strong written and verbal communication skills are essential.
• A High School Diploma is required.
• One to three years’ clerical or office administration experience preferred.

Responsibilities

• Assist with initial inquiries in person, on the phone, and via email.
• Maintain and update student record information.
• Process Enrollment Verification and other letters as directed.
• Coordinate document imaging and ensure accuracy.
• Assist with Commencement and related activities.

Skills

Strong written and verbal communication

Excellent computer skills

Ability to prioritize and complete multiple duties

Sound judgment in decision-making

Attention to detail

Interpersonal skills

Education

High School Diploma

Tools

Word

Excel

Access

Outlook

Publisher

Ellucian Banner

Job description

Job Summary

Under the direction of the Associate Registrar, the Academic Records Specialist I provides front‑line services for the Office of the Registrar by assisting with the office’s day‑to‑day operations and providing excellent customer service through problem resolution and outreach for a wide audience. This position is responsible for maintaining student records, coordinating document imaging and processing transcripts, and assisting with Commencement and other Registrar office related activities.

Key Responsibilities

• Assists constituents with initial inquiries in person, on the phone and via e‑mail.
• Actively listens, interprets and analyzes requests, using sound judgment to determine appropriate solutions.
• Responsible for reviewing and maintaining the Office of the Registrar email inbox and assignments as needed.
• Processes Enrollment Verification letters, Jury Duty Verification Letters, and other letters as directed.
• Maintains and updates student record information with attention to accuracy. Data entry precision and extensive knowledge of University and federal policies required.
• Assist with term start and end date data in Ellucian Banner.
• Processes customer transcript/class rank requests accurately and efficiently. Updates student records to reflect Dean’s List.
• Coordinates all document imaging to Banner Document Management (BDM) and monitors for accuracy.
• Accountable for processing and transmitting electronic residency application service documents for a specific population of students.
• Assists with preparation and on‑site assistance for Commencement and Student Processing/Orientation.
• Other duties as assigned, including cross‑training and backup support.

Knowledge, Skills and Abilities

• Strong written, verbal communication and interpersonal skills.
• Excellent computer skills; proficient with Word, Excel, Access, Outlook, Publisher, and other required software. Knowledge of Ellucian Banner preferred.
• Ability to prioritize and successfully complete multiple duties while paying close attention to detail.
• Skilled in making decisions with sound judgment.
• Ability to recognize and address inconsistencies.
• Commitment to working in an organization that values and promotes humanism.

Required Qualifications

• High School Diploma.
• One to three years’ clerical or office administration experience.

Preferred Qualifications

• Experience in a university and/or registrar office setting.
• Knowledge of Ellucian Banner.

Work Schedule

• In office, Monday through Friday 08:00 AM to 5:00 PM.
• Occasional weekend or evening hours may be required.

Expected Pay Scale

Minimum: $21.05 hourly

Maximum: $21.05 hourly

Physical Demands

The essential functions of this job may require the employee to sit, reach with hands and arms, stand, walk, stoop, and lift up to 25 pounds. Reasonable accommodations may be available.

Posting Information

Posting Number: S01797

Posting Date: 06/30/2026

Close Date: 06/30/2027

Equal Opportunity Statement (EEO)

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and related conditions), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within WesternU, including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training.

Conditions of Employment – Background Check

Successful employment may require completion of a background check, including a criminal records check.