Records Management Specialist

Ohio University

Athens, Northern (OH, KY)

Hybrid

USD 23,000 - 26,000

Full time

3 days ago

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Benefits offered by this job

Medical benefits

Vision benefits

Dental benefits

Life insurance

Educational benefits

Job summary

Ohio University seeks a Records Management Specialist in Athens, Ohio to manage student and institutional records, ensure compliance, and support data integrity across systems. You will administer Sunapsis, review documentation, and respond to inquiries from students, faculty, and staff.

This role emphasizes accuracy, collaboration, and timely reporting. The position requires a high school diploma or GED with 3+ years of records management experience; experience with SEVIS and Sunapsis is

Qualifications

High school diploma or GED and 3+ years related records management experience.
Equivalent combination of education, training, and experience acceptable.

Responsibilities

Provide customer service to students, staff, and others by solving records data problems.
May lead and/or supervise TAS staff and/or student employees.
Coordinate and maintain a complex record system or database of specialized records.
Research complex data issues and provide recommendations or resolutions.
Coordinate processing, maintenance, and monitoring of records; audit activity for compliance.

Skills

Records management

Bilingual/second language

Critical thinking

Education

High school diploma or GED

Tools

SEVIS

Sunapsis

Job description

Records Management Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Applicant Portal Voluntary Demographics. The information requested below is used to assist us in our compliance with Federal/State equal employment opportunity record keeping and reporting. Your response is voluntary and will not be used in any way to determine your eligibility for employment.

Please see Special Instructions for more details.

This position is being posted internally and to the public simultaneously to expedite the posting process. However, internal applicants will be considered first.

Please complete the online application and attach required documents. Required documents include a detailed cover letter, resume, and a list of at least three (3) professional references with current contact details, including email addresses. We seek candidates with a commitment to working effectively with students, faculty, and staff from diverse backgrounds.

Please note that candidates must be a US citizen or permanent legal resident of the US and must successfully complete a background check.

Ohio University’s International Student and Scholar Services (ISSS) office seeks a motivated, detail-oriented, and collaborative professional to join our team. The incumbent will serve as a Designated School Official (DSO), authorized by the U.S. Department of Homeland Security, and an Alternate Responsible Officer (ARO), authorized by the U.S. Department of State. In this capacity, the incumbent will support the issuance of immigration documentation for F-1 and J-1 students and their dependents and provide guidance throughout the pre‑arrival process.

This position serves a critical role in supporting international student enrollment and institutional immigration compliance through the issuance of initial I‑20 and DS‑2019 documents, review of supporting financial documentation, and communication with admitted students regarding immigration requirements and arrival planning.

The incumbent will also serve as the primary administrator for Sunapsis and other technology platforms supporting immigration compliance and international student services. Responsibilities include maintaining system functionality, supporting business process improvements, coordinating system enhancements and integrations, and ensuring the accuracy of online resources and communications. The position additionally supports admitted student engagement efforts through proactive communication, enrollment tracking, and collaboration with university partners to promote successful student arrival and retention.

As part of a collaborative office environment, the incumbent will also contribute to front‑line student services and office operations, serving as a primary point of contact for students, faculty, staff, and external stakeholders.

DEPARTMENT SPECIFIC JOB RESPONSIBILITIES

Immigration Document Processing and Compliance

Lead the issuance of I‑20 and DS‑2019 documents for language training, undergraduate, and graduate students. Review financial documentation submitted in support of immigration document requests and ensure compliance with federal regulations and institutional policies. Communicate with admitted international students regarding I‑20 and DS‑2019 requests, required documentation, visa‑related questions, and arrival updates. Support incoming J‑1 scholars and related document processing in collaboration with the ISSS advising team. Maintain DSO and ARO responsibilities in accordance with Department of Homeland Security and Department of State regulations.

Sunapsis and Systems Administration

Serve as the primary administrator for Sunapsis and related immigration compliance technologies. Lead data management efforts and ensure system accuracy, functionality, and data integrity. Create, update, and maintain electronic forms, workflows, communications, and reporting tools within Sunapsis. Serve as the primary liaison with Ohio University Information Technology, Sunapsis, and other technology partners to support system maintenance, upgrades, integrations, and process improvements.

Online Resources and Student Engagement

Maintain and update online platforms supporting international student and scholar services, including the ISSS website, Canvas, and other external systems. Coordinate website and content updates to ensure information is accurate, accessible, and current. Support proactive communication and tracking of admitted international students through key enrollment, immigration, and visa milestones. Collaborate with university partners to support international student yield, enrollment, and successful arrival.

Front‑Line Services and Office Operations

Serve as a primary point of contact for students, faculty, staff, and external stakeholders through front desk coverage and other service channels. Answer phones, coordinate appointments, and manage routine inquiries as appropriate. Assist with the collection and distribution of immigration‑related documentation and materials. Evaluate student and scholar needs and direct individuals to appropriate advisors, campus resources, or university offices. Support office operations, including maintaining supplies, processing purchases, coordinating facility‑related requests, and managing other administrative needs as assigned.

Posting Details

Applications will be accepted until midnight (Eastern Time Zone) on the ‘Posting End Date’ shown below.

Position Information Job Title Records Management Specialist Applications Accepted From Public: Open to the public , AFSCME 3200 University Wide Special Instructions to Applicants This position is being posted internally and to the public simultaneously to expedite the posting process. However, internal applicants will be considered first.

This position is eligible for the following benefits: medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement.

Posting Number 20167052S

Job Responsibilities

Provides customer service to students, staff, faculty, parents, and others in the University community by solving problems regarding records and/or data.
May lead and/or supervise TAS staff and/or student employees.
Coordinates, and maintains a complex record system or database of specialized records.
Researches complex record or data problems and provides recommendations or resolution. Makes decisions by reviewing information against guidelines such as transfer credit evaluation.
Coordinates the processing, maintaining, and monitoring of records and/or data. Audits record activity to ensure compliance and accuracy.
Serves as primary contact for release and protection of confidential and sensitive records.
Implements and oversees guidelines for deletion of records.
Prepares, analyzes, and distributes reports.
Maintains awareness of governmental regulations and interprets policies, procedures and guidelines.

Minimum Qualifications

Knowledge of standard practices, policies, procedures, and tools of records management typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related records management experience. An equivalent combination of education, training, and experience is acceptable.

Preferred Qualifications

Experience with SEVIS
Experience with Sunapsis
Living or studying abroad
Fluent in a second language
Ability to communicate efficiently and effectively across cultural and language differences
Strong critical thinking skills
Experience reviewing sensitive documentation

Working Conditions/Physical Demands: Office environment. Department: International Student Services.

Pay Rate $16.84/hr-$19.16/hr. Employees also enjoy a generous benefits package which includes health benefits, paid time off, and educational benefits for employees and their eligible dependents.

Total Compensation Estimator (For Full‑Time Benefits Eligible Employees)

Discover the full value of joining Ohio University by clicking this link:

https://www.ohio.edu/hr/compensation/total-compensation-estimator

Our Total Compensation Estimator shows your offer package in dollars: salary plus university paid benefits including health coverage, retirement contributions, paid time off, tuition benefits, and more.

See details on what we offer in one place and compare different options for retirement and insurance.

Estimates are informational only; exact coverage is determined by eligibility policies and official plan documents.

Job Open Date 09/16/2026 Post

Posting Close Date Please apply by October 1, 2026. Job Category Classified AFSCME 3200 Bargaining Unit appointment Months 12 month Planning Unit Office of the Provost Work Schedule M-F 8AM-5PM. Campus Athens, Ohio Expected hours worked per week 40 Expected duration of assignment ongoing Applicants may contact this person if they have questions about this position. Diane Cahill, cahilld@ohio.edu

Non‑Discrimination Statement Ohio University is proud of its rich history and as part of our ongoing efforts to provide and support a transformative learning experience, we affirm our commitment to fostering a welcoming and respectful workforce and community. All qualified applicants are encouraged to apply and will receive consideration free from discrimination on the basis of age, ancestry, color, disability, ethnicity, gender, gender identity or expression, genetic information, military service or veteran status, national origin, pregnancy, race, religion, sex, sexual orientation, status as a parent or foster parent, or any other bases under the law. Ohio university is an equal access/equal opportunity employer.

Job Information Employment Type full‑time regular Job Family/Subfamily Records Management‑Generalist Career Track & Level TAS3 Pay Grade AF3200 |14| Clery Act Annual Safety and Fire Report Clery Act Statistics To view the Clery Act Annual Safety and Fire Report Click Here!

Applicant Documents

Required Documents

Resume/Curriculum Vitae
Cover Letter
References

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* Please indicate how you learned about this posting.
- www. ohiouniversityjobs.com
- www.higheredjobs.com
- www.ohiomeansjobs.com
- The Athens Messenger
- The Chronicle of Higher Education
- Ohio University employee
- OHIO Jobs Line (phone)
- Employment Agency
- Posted Announcement
- Professional association
- Social Media (LinkedIn, Twitter, etc)
- OTHER
* Please indicate your highest level of education.
- no HS diploma or GED
- HS diploma or GED
- Associate's degree
- Bachelor's degree
- Bachelor's degree plus some work towards graduate degree
- Master's degree
- Ph.D. or equivalent
- Will have earned Ph.D. by time of appointment
* Please indicate your level of experience with records management.
- no related experience
- Less than 1 year
- At least 1 year, but less than 3 years
- At least 3 years, but less than 5 years
- At least 5 years, but less than 7 years
- 7 or more years
* Please select an option that best represents your current status:
- I am a current Ohio University employee and NOT currently serving a probationary period.
- I am a current Ohio University employee, and I am serving in either an initial or a promotional probationary period.
- I am a current Ohio University Student employee.
- I am not an employee of Ohio University.
* Are you a US Citizen or US Permanent Resident?
- Yes
- No