Records Coordinator

Meharry Medical College; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Meharry Medical College seeks an experienced registrar/office administrator to coordinate department activities and manage transcripts, enrollment verification, and graduation processes. You will respond to inquiries via phone and email, maintain accurate academic records, and support orientation and commencement activities.

The role requires a Bachelor’s degree in a related field and 3–5 years in a registrar/Enrollment Management environment, with strong FERPA knowledge and proficiency in SIS

Qualifications

• Bachelor's degree in a related field and 3–5 years in a Registrar’s/Enrollment environment.
• Experience with a Student Information System, transcript processing, enrollment verification, and graduation clearance.
• Strong knowledge of FERPA and institutional academic policies; ability to handle confidential information.

Responsibilities

• Administers and coordinates department activities and office services.
• Responds to inquiries regarding verification, graduation, and enrollment; processes transcripts and licensure requests.
• Maintains accurate records and follows college policies, accreditation standards, and privacy laws.
• Supports orientation, convocation, commencements, and department meetings; tracks related documentation.

Skills

Office procedures

Verbal and written communication

Data entry and record keeping

Ability to manage multiple projects

Temporal organization

FERPA awareness

Excellent editing skills

Education

Bachelor's degree in Higher Education Administration or related field

Master's degree preferred

CRM / AACRAO certification or coursework

Tools

Microsoft Word

Excel

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.

About Meharry

Meharry Medical College was founded just 11 years after the end of the Civil War with the mission of educating African Americans to serve the underserved. Today, the nation’s largest private, historically black academic health sciences center has trained thousands of health care professionals. Three out of every four Meharrians return to urban or rural communities to serve others by providing medical or dental services. Our faith-based roots within the United Methodist Church inspire us to respect and serve all. Our standards are high within an educational environment that is nurturing. We believe that health equity is key to alleviating suffering. Whether our graduates are physicians, dentists, scientists, professors or public health professionals, the Meharry experience equips them to affect the world as a force for change led by our motto: “Worship of God Through Service to Mankind.”

Mission

Meharry Medical College is a global academic health sciences center advancing health equity through innovative research, transformative education, exceptional and compassionate health services and policy-influencing thought leadership. True to its legacy, Meharry empowers diverse populations to improve the well-being of humankind.

Core Values

Meharry Medical College is a community of scholars and learners committed to excellence Accountability with transparency Equity with inclusion Respect with collegiality Service with compassion Integrity without exception 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.

Contact

For questions regarding employment, please contact 615-327-6336 or [e-mail].