Records Coordinator

Meharry Medical College; Lexington (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

Meharry Medical College is seeking a detail-oriented professional to coordinate registrar office activities and manage student records. You will handle verification of enrollment, transcripts, and degree verifications, while maintaining strict confidentiality in line with FERPA and college policies.

The role requires strong MS Word/Excel skills, familiarity with Banner/WorkDay systems, and the ability to manage multiple projects in a fast-paced environment.

Qualifications

• Bachelor’s degree in Higher Education Administration, Business Administration, Public Administration, Information Systems, or related field.
• Master’s degree in Higher Education, Educational Leadership, Student Affairs Administration, or related discipline (preferred).
• Professional certification in records management, compliance, or higher education administration (CRM, AACRAO coursework).
• Three to five years of progressively responsible experience in a Registrar’s Office, Enrollment Management, or Academic Affairs environment.
• Experience with a Student Information System, including transcript processing, degree audits, enrollment verification, and graduation clearance.
• Demonstrated experience interpreting and applying FERPA regulations and institutional academic policies.
• Experience with National Student Clearinghouse reporting, degree verification, and enrollment reporting.
• Experience supporting audits, accreditation reviews, or compliance reporting processes.

Responsibilities

• Administers and coordinates department activities and office services.
• Responds to inquiries regarding verification & certification of enrollment, graduation, registration, etc.
• Processes transcripts, verifications, licensure requests; assists faculty, students, alumni and staff via telephone, email and in person.
• Maintains accurate record keeping procedures (filing and scanning of academic records) per policy and privacy laws.
• Attends meetings; assists with orientation, convocation, commencements; handles policy inquiries and maintains documentation.
• Performs other related duties as assigned.

Skills

Communication skills

Organization & time management

Data entry & records

MS Word & Excel

Banner screens

Attention to detail

Education

Bachelor’s degree in Higher Education Administration

Master’s degree in Higher Education / Educational Leadership

CRM / AACRAO certification

Tools

Banner

WorkDay

PeopleSoft

OnBase

Laserfiche

Job description

Coordinates and manages office activities and workflow processes to ensure efficient operations. Performs quality control of imaging/scanning and indexing functions for Banner and Workday systems. Assists with National Student Clearinghouse enrollment reporting and report corrections, processes requests related to enrollment and graduation, completes certifications and verifications. Performs basic administrative duties while making work-related decisions in accordance with existing Office of the Registrar’s policies and procedures.

Essential Functions (Principal Duties and Job Responsibilities):

• Administers and coordinates department activities and office services.

• Responds to inquiries and requests regarding verification & certification of enrollment, graduation, registration, etc.

• Responds and completes transcripts, verifications, and licensure requests; assists faculty, students, alumni and staff via telephone, email and within the office.

• Maintains accurate record keeping procedures and processes (including filing and scanning of academic records) in accordance with college policy, accreditation standards, and privacy laws.

• Attends meetings as required; assists with orientation and convocation exercises; assists with commencement exercises; responds to inquiries regarding department policies, procedures and functions; completes and maintains required documentation and tracking reports for all related student academic processes.

• Performs other related duties as assigned.

Knowledge, Skills and Abilities Required:

• Comprehensive knowledge of institutional policies, procedures and organization structure.

• Demonstrated knowledge of office procedures and proficiency in various PC based word processing and spreadsheet applications to include Microsoft Word, Excel.

• Understanding of Banner screens.

• Effective verbal and written communication skills.

• Strong composition and editing skills.

• Good organization and time management skills.

• Ability to process and maintain records of students in an accurate and timely fashion.

• Ability to utilize technology databases to collect, organize, and maintain accurate data.

• Ability to manage multiple projects while working independently

Knowledge, Skills, Abilities Preferred:

• Working knowledge of FERPA regulations and demonstrated ability to maintain strict confidentiality of student records.
• Understanding of federal, state, and accreditation reporting requirements (e.g., IPEDS, state reporting agencies).
• Knowledge of records retention schedules and document management compliance standards.
• Familiarity with institutional audit processes and ability to support internal and external compliance reviews.
• Advanced proficiency in Student Information Systems (e.g., Banner, WorkDay, PeopleSoft) including transcript processing, degree verification, and enrollment reporting modules.
• Experience with electronic document imaging systems and records management software (e.g., OnBase, Laserfiche).
• Demonstrated ability to run system reports, analyze data discrepancies, and troubleshoot data integrity issues.
• Working knowledge of National Student Clearinghouse reporting and degree verification processes.

Education and Experience Required:

• Bachelor’s degree in Higher Education Administration, Business Administration, Public Administration, Information Systems, or a related field.

• Master’s degree in Higher Education, Educational Leadership, Student Affairs Administration, or a related discipline (preferred).

• Professional certification in records management, compliance, or higher education administration (e.g., Certified Records Manager (CRM), AACRAO professional development coursework).

• Three (3) to five (5) years of progressively responsible experience in a Registrar’s Office, Enrollment Management, or Academic Affairs environment.

• Experience working with a Student Information System, including transcript processing, degree audits, enrollment verification, and graduation clearance.

• Demonstrated experience interpreting and applying FERPA regulations and institutional academic policies.

• Experience with National Student Clearinghouse reporting, degree verification, and enrollment reporting.

• Experience supporting audits, accreditation reviews, or compliance reporting processes.

• Experience with electronic document management systems and digital records imaging platforms.

• Experience maintaining high-volume, confidential records in a fast-paced higher education environment.

• with policy development, workflow improvement, or procedural documentation.

Equal Employment Opportunity Statement

Meharry Medical College complies with Title IX and is an affirmative action employer. Candidates will be considered for employment without discrimination for an non-merit reason such as race, color, national origin, sex, religion, age, handicap or veteran status.