Records and Registration Specialist

Wichita; Wichita (KS); On-site; USD 20,000 - 29,000; Full time

Job summary

Wichita State University in Wichita, KS seeks a detail‑oriented Records Clerk for the Registrar's Office. On‑site role supporting transcript processing, student records, and diploma coordination, with a focus on accuracy and service to students, faculty, and staff.

Responsibilities include handling transcript requests, maintaining records, assisting with enrollment verifications, and providing front‑line support using Excel and Word.

Qualifications

• High school diploma or equivalent.
• Two years of general office/clerical experience.
• Proficiency with computer systems and the ability to learn institutional software.
• Strong communication and interpersonal skills.
• Detail-oriented with strong organizational skills.
• Experience in higher education preferred.

Responsibilities

• Process transcripts and student records with accuracy.
• Provide front desk and student support at the service counter and by phone.
• Respond to inquiries and assist with information requests.
• Use multiple applications and systems to complete tasks in support of students.
• Assist with diploma distribution, verification letters, and data maintenance.

Skills

Communication

Interpersonal skills

Confidentiality

Attention to detail

Education

High school diploma

Associate degree preferred

Tools

Microsoft Excel

Microsoft Word

Job description

Department: Registrar's Office

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: $17.73/hr, potential for slight adjustment based on qualifications

Work Schedule: Mon-Fri, 8 a to 5 p; work is performed on-site and in person.

Export Compliance Requirement:No export control requirement.

Job Story

Make a Difference Through Accuracy, Service, and Support

Do you take pride in getting the details right? Are you naturally organized, dependable, and committed to providing outstanding service? If so, we invite you to join our team.

We are seeking a detail-oriented professional who values accuracy, enjoys organizing information, and thrives in a collaborative environment. In this role, you will play an important part in supporting students throughout their academic journey, from requesting their first transcript to earning their diploma.

As a key member of our team, you will:

• Process all incoming and outgoing transcripts for WSU students.
• Review, process, and maintain student records with a high degree of accuracy and attention to detail.
• Use multiple applications and systems to complete tasks that help students remain enrolled and achieve their educational goals.
• Identify and resolve discrepancies while ensuring the integrity and accuracy of institutional data.
• Utilize Microsoft Excel and Word to manage information, prepare documentation, and support departmental processes.
• Provide exceptional service to students, faculty, staff, alumni, and external partners through clear, professional communication.
• Collaborate with colleagues to ensure timely completion of tasks and seamless office operations.
• Assist with departmental priorities and provide support wherever needed to help the team succeed.

What Makes You Successful

We're looking for someone who is:

• Detail-oriented and accurate, with a commitment to producing high-quality work.
• Highly organized, capable of managing multiple responsibilities while maintaining consistency and efficiency.
• Proficient in Microsoft Excel and Word, using technology effectively to support daily operations.
• Dependable and collaborative, willing to support teammates and contribute to a positive workplace culture.
• Service-focused, with a genuine desire to help students and colleagues succeed.

Why This Role Matters

This position is about more than processing records and managing information. It is about helping students navigate important milestones and ensuring they receive the support they need every step of the way. Your work will directly contribute to the accuracy of student records, the effectiveness of university operations, and the success of the students we serve. Every transcript processed, record maintained, and question answered helps students move closer to achieving their educational goals.

If you are passionate about precision, enjoy meaningful work, and want to be part of a team that values reliability, collaboration, and service,

Join us and make a lasting impact on the student experience at Wichita State University.

This position is an on-campus role with no allowance for WFH

Job Summary

Facilitates student registration and records services for one (1) or more registrar areas. Utilizes relevant technology platforms and recommends process and procedural changes as needed.

Essential Functions

Processes, manages, and troubleshoots transcript, enrollment, and record requests and verifications. May lead and train support staff, as needed. Provides customer service, guidance, and coordination for assigned area of responsibility. Ensures records and/or systems are accurate and reliable. Assists with testing, troubleshooting, and/or providing recommendations for system and/or process upgrades of new technologies. Provides and/or assists with prompt resolution to initial records and registration policy and procedural inquiries or concerns.

Job Duties

Front Desk & Student Support

• Serve as the first point of contact at the service counter and by phone, assisting students, faculty, staff, and external constituents with general inquiries.
• Assist students with computer use and other service counter needs.
• Process student system access requests.
• Respond to One Stop tickets in collaboration with the One Stop Office.

Records & Verification Processing

• Process incoming and outgoing transcript requests.
• Process student reactivation requests through the Reactivation Application.
• Work with the National Student Clearinghouse to verify student enrollment and degree information.
• Handle third-party verification requests and time status updates.
• Create enrollment, certification, and other verification letters for organizations not utilizing the National Student Clearinghouse.
• Create invitation letters for international students.li>
• Manage the student verification email inbox and related requests.

Diploma & Graduation Services

• Manage and track Anticipated Graduation Date (ARD) forms.
• Coordinate diploma distribution three times annually, including tracking mailing costs and distribution.
• Order diploma covers and maintain inventory.
• Process diploma requests using the Diploma Mailing Application.

Mail & Document Processing

• Pick up, sort, and process incoming mail daily.
• Process Foster Care and Legacy Tuition forms.
• Apply official seals to university documents as required.

Cashiering & Administrative Support

• Process payments using the CME (TouchNet) cashiering system.li>
• Prepare deposits as needed.
• Maintain departmental statistics and prepare reports for supervisor and team meetings.

Team & Operational Support

• Maintain task statistics for the Records Verification Group.
• Provide cross-functional backup support for multiple operational areas within the Registrar's Office.
• Assist with special projects and other duties as assigned.

Required Education and Experience:

• High school diploma or equivalent
• Two (2) years of experience in general office, clerical, administrative support or related field

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

• Strong communication and Interpersonal skills.
• Proficiency with computer systems and the ability to learn institutional software quickly.
• Ability to handle sensitive information with confidentiality and professionalism.
• Detail-oriented with strong organizational skills

Preferred Qualifications:

• Associate Degree or some college preferred.
• Experience working in higher education.

Additional Information:

This position is an on-campus role with no allowance for WFH

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.