Records and Enrollment Technician I

National-University; San Diego (CA); Hybrid; USD 28,000 - 32,000; Full time

Job summary

National University is seeking an Office of the Registrar and Student Records professional to manage daily document processing, transcript requests, and enrollment verification while ensuring FERPA compliance. You will update student records, verify documents, and support faculty with rosters and grade postings.

The role requires organization, attention to detail, and strong communication, with daily interactions across students, staff, and departments.

Qualifications

• Associate’s degree or equivalent relevant experience preferred.
• Minimum one year of experience in an office environment.
• Good understanding of file management.
• Experience with document scanning and management and student information systems preferred.

Responsibilities

• Process and maintain student records and enrollment documents.
• Verify authenticity of transcripts and route to OnBase for processing.
• Update the student information system with status information.
• Communicate with students and staff regarding transcript orders and enrollment status.
• Enforce FERPA policies and university procedures.
• Maintain grade and attendance rosters and support faculty in timely grade posting.
• Handle inquiries via phone and email regarding enrollment documents and transcript requests.

Skills

Organization

Attention to detail

Communication

Deadline-driven

Education

Associate’s degree

Tools

Hyland OnBase

Hyland Brainware

Oracle CRM RightNow

Salesforce

SOAR PeopleSoft

Anthology

Job description

Compensation Range:Hourly: $20.00 - $23.00Position SummaryThis position is responsible for daily processes related to the Office of the Registrar and Student Records. The primary responsibilities include maintaining student records, timely processing of incoming transcripts, enrollment paperwork, and other documents pertaining to student records. Receives and fulfills requests for National University academic transcripts and transcripts for which National University is designated custodian of records. Receives and processes requests to verify enrollment and degree status. Assists in disseminating and enforcing admissions eligibility information and National University policies and procedures to students, faculty, and staff to ensure compliance. This position is also responsible for maintaining record integrity and upholding FERPA policy and compliance within administrative policies and procedures.Essential Functions:Document Processing and Student Record MaintenanceReceives and reviews enrollment documents and miscellaneous student records; verifies authenticity of incoming transcripts and miscellaneous documents. Maintains log of all incoming documents. Routes documents for processing to our document management system Hyland OnBase in a timely manner.Verifies, indexes, and uploads scanned enrollment paperwork, transcripts, and other documents to the document management system with careful attention to creating clear and legible images. Updates the student information system with received status. Communicates with students and staff by disseminating information through relevant channels and posting pertinent materials.Works with National Student Clearinghouse to verify complete student files, including all transcripts from transfer-eligible institutions to meet Basis for Admission requirements.Reviews and maintains Grade Rosters and Attendance Rosters to assist Faculty and Center Directors with entering attendance into the student information system and posting official grades.Reviews and processes Incomplete Grade Requests and Modifications, Grade Changes, Late Drop Requests, and Late Add Requests through the Student Information System.Ensures that the documents on file are in alignment and accurate with the Student Information System.Other duties as assigned.Answers incoming telephone calls and email inquiries from students, faculty and staff concerning the status of enrollment documentation, receipt of incoming transcripts, status of outgoing transcript orders, and accuracy of University enrollment and degree information.Provides general information and refers callers to the appropriate staff or department for assistance.Documents inquiries on student files via customer relationship management system and student information system.As a primary contact to the University community, enforces and disseminates University policies and procedures to assure consistent and uniform application of regulations. Assists students and staff with issues or concerns regarding admission and eligibility, with issues or concerns regarding grades and/or attendance, enrollment and degree information, and with transcript orders to assure resolution of the problem or concern.As a secondary contact for the University community, enforces Academic Standing, Satisfactory Academic Progress, graduation requirement policies, and University catalog information. Disseminates general University information related to students’ records.Outgoing Transcripts and LettersDaily maintenance and troubleshooting of transcripts orders received via Parchment transcript vendor.Daily processing of Enrollment Verification requests received via Parchment.Attendance Roster MaintenanceCoordinates the updates of in-class attendance in collaboration with Center Support Team, verifies University enrollment, and confirmation of degree status.Grade Roster MaintenanceReviews Grade Roster status and works with Faculty to ensure grade posting timelines are maintained. Assists with training faculty on grade inputting and approvals as needed.Supervisory Responsibilities: N/ARequirements:Education & ExperienceAssociate’s degree or equivalent relevant experience preferredMinimum one (1) year of experience in an office environment required, preferably in a higher education settingGood understanding of file management requiredExperience with any of the following programs: Hyland OnBase, Hyland Brainware, Oracle CRM RightNowSalesforce, and SOAR PeopleSoft Anthology preferred.Competencies/Technical/Functional SkillsAptitude for organization, thoroughness, and accuracy in detailed work. Highly detailed oriented.Ability to work near others in a congenial and supportive environment.Ability to work independently and under pressure of deadlines.Possess mature judgment with ability to be tactful and diplomatic in difficult student and staff/faculty encounters, good oral and interpersonal communication skills.Ability to identify and solve problems.General knowledge of Microsoft Windows and Office Suite.Knowledge of Adobe Acrobat Pro for creating and editing PDFs preferred. Proficient knowledge of computer uses and software packages; preference given to applicants with demonstrated experience/expertise with Windows 10.Experience with document scanning and management and student information systems preferred.Location: Remote Hybrid/San Diego CaliforniaTravel: No Travel Required Participates in a rotating onsite schedule, working from the San Diego office two days approximately every 5–6 weeks to process and manage physical incoming mail, including transcripts and other student documents.#LI-HybridCandidate receiving offers will be offered a salary/pay rate commensurate with experience that vary based on a candidate’s qualifications, skills, and competencies. Absent exceptional circumstances, candidates will be offered a salary within this range for this position. The minimum salary will be offered based on the minimum exemption threshold based on state of residency. Base pay is one component of National University’s total rewards package, as we are dedicated to supporting the needs of the “whole you” with our holistic approach to employee benefits by offering comprehensive well-being benefits for you and your family. For full details about our benefit plan offerings, please visit benefits.nu.edu. For Part-time benefits, please click here.National University is committed to maintaining a high-quality workforce representative of the populations we serve. National University employs more than 4,500 faculty and staff and serves over 45,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows students, faculty and staff to develop their interests and talents while experiencing a sense of community. With programs available both online and at our many campus locations, National University is a leader in creating innovative solutions to education and meeting the needs of our student population, including adult learners and working professionals.National University (NU) is proud to be an equal opportunity employer and does not discriminate against any employee or applicant per applicable federal, state and local laws. At NU, a mix of highly talented, innovative and creative people come together to make the impact of a lifetime for each of our student learners. All qualified applicants will receive equal consideration for employment, education, and admission at National University.