Records and Enrollment Technician I

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

Job summary

National University seeks an Office of the Registrar and Student Records Specialist to maintain student records and process transcripts with careful attention to accuracy and compliance. The role requires processing enrollment documents, verifying transcripts, and updating the student information system while upholding FERPA policies.

Daily responsibilities include responding to inquiries, disseminating policy information, and coordinating with Hyland OnBase, PeopleSoft, and other systems to

Qualifications

• Bachelor or associate degree may be substituted with equivalent experience.
• Minimum 1 year in an office environment, preferably in higher education.
• Experience with document management systems and student records is preferred.

Responsibilities

• Process enrollment documents and maintain student records with accuracy.
• Verify transcripts and ensure documentation is authentic and properly indexed.
• Update student information systems and communicate status to stakeholders.
• Respond to inquiries from students and staff regarding enrollment and transcript status.
• Assist with FERPA compliance and university policies in daily records handling.

Skills

Attention to detail

Organization

Communication

Independent worker

Education

Associate’s degree or equivalent

Tools

Hyland OnBase

Hyland Brainware

Oracle CRM RightNowSalesforce

SOAR PeopleSoft Anthology

Job description

Compensation Range:

Hourly: $20.00 - $23.00

Position Summary

This 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 Maintenance Receives 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 Letters Daily maintenance and troubleshooting of transcripts orders received via Parchment transcript vendor.
• Daily processing of Enrollment Verification requests received via Parchment.
• Attendance Roster Maintenance Coordinates the updates of in-class attendance in collaboration with Center Support Team, verifies University enrollment, and confirmation of degree status.
• Grade Roster Maintenance Reviews 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/A

Requirements: Education & Experience

Associate’s degree or equivalent relevant experience preferred. Minimum one (1) year of experience in an office environment required, preferably in a higher education setting. Good understanding of file management required. Experience with any of the following programs: Hyland OnBase, Hyland Brainware, Oracle CRM RightNowSalesforce, and SOAR PeopleSoft Anthology preferred.

Competencies/Technical/Functional Skills

Aptitude 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 California

Travel: 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.

Salary/Pay Details

#LI-Hybrid Candidate 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.

Company Overview

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. National University is breaking barriers in education – and in the workplace. We’re united in our mission to build a better future for our more than 4,500 employees and our 45,000+ students. National University prioritizes our employee’s well-being and growth by offering competitive pay and benefits packages, development and advancement opportunities, remote-first work perks, and more. We value and reward the hard work of our faculty and staff.