Records Specialist

University of Washington; Seattle (WA); On-site; USD 45,000 - 56,000; Full time

Job summary

University of Washington in Seattle is seeking a Records Specialist to advise students, staff, and the public on registration and academic records. You will maintain undergraduate, graduate, and professional records and assist with registration policies, deadlines, SAP, and FERPA compliance.

The role involves both in-person and online service, handling registrations, transcript requests, and degree verification while navigating UW systems such as MyUW and the UW Student Database.

Qualifications

• High school diploma or equivalent.
• Two years of clerical experience.
• Ability to comply with FERPA and privacy policies.
• Strong customer service and communication skills.
• Attention to confidentiality and detail.

Responsibilities

• Respond to registrar tickets within 24–48 business hours.
• Process registration transactions using UW systems and update records.
• Daily grade auditing and support for diploma/transcript processes.
• Provide in-person and Zoom-based customer service.
• Support enrollment data, degree verification, and transcript orders.

Skills

Customer service

Interpersonal skills

Conflict resolution

Confidentiality

Organizational skills

Detail orientation

Communication

Time management

Education

High school diploma or equivalent

Tools

MyUW

UW Student Database

National Student Clearinghouse

Job description

Hybrid (telework 2 days or less per week)

Seattle, WA

Full time

REQ-0000137098

The Office of the University Registrar has an outstanding opportunity for a Records Specialist to join their team.

About this Opportunity

Reporting to the Registration Team Supervisor, the Records Specialist is responsible for advising students, University staff and the public on policies and procedures regarding registration, enrollment status, grades, and the academic record. Maintaining and updating undergraduate, graduate, and professional student academic records. Providing guidance to students and University staff about registration and academic record policies and procedures such as drop and withdrawal deadlines, standards of academic progress (SAP), grading and academic status. Understanding the MyUW and Register. UW web-based registration and MyPlan tool and be able to help students set up access to the system, enter the system, and navigate the system. Complying with the Family Educational Rights and Privacy Act (FERPA) of 1974 and ensure accuracy of information in all student education records.

Key Responsibilities

Registration Related Transactions and Projects (65%)

• Respond to Office of the University Registrar RT ticket emails in a timely manner (24-48 business hours, unless additional research and follow up is required).
• Process and be responsible for handling requests received via email and mail.
• Process registration transactions using the UW Student Database such as section changes, late adds, time conflicts, changes in variable credits, international student course drops, changes to audit grading, complete quarterly withdrawals.
• Manual entry of Change of Major/Minor forms, legal name changes, social security number updates, UW faculty/staff and WA state employee Tuition Exemption requests.
• Daily grade auditing process and refer errors to a Credentials Specialist.
• Provide registration support for the professional schools.
• Process Returning Student Applications and Non-Matriculated Applications for Tuition Exemption applications for UW faculty/staff and WA State employees participating in the State Employee Tuition Exemption program.
• Manage ACCESS student registration, for WA State residents aged 60 and older; enrollment and Degree Certification, including researching and maintaining enrollment/degree information through the National Student Clearinghouse, completing In School Deferment Forms and other specific certification requests related to student enrollment.
• Provide support for diploma returns, diploma certifications, and replacement diploma processes.
• Assist with transcript orders and error resolution as needed.
• Access the National Student Clearinghouse database to update enrollment status, process enrollment and degree verification and process/resolve uploaded error reports.

In-Person Customer Service (20%)

• Provide efficient and friendly customer service to customers in-person and via zoom, as well as respond to incoming emails; responsible for effective front-line customer service operations. Spend at least two (2) hours per day handling in-person inquiries and transactions.
• Maintain solid current knowledge of administrative policies and procedures of the office, the operating unit, and the University.
• Use effective communication skills in conjunction with administrative guidelines to solve work-related issues in order to maintain a smooth flow of communication and activities.

OUR Information Exchange (10%)

• Serve as a clearinghouse for incoming OUR inquiries. Respond and resolve inquiries or refer to the appropriate Office of the University Registrar team

Cross-Functional Team Support (5%)

• Provide periodic transactional task support for Credentials team, as assigned: code degree applications
• Enter comments on transcripts; enter graduation plan extensions and additional extensions of deadlines; assist with section withdrawal requests
• Post degrees from a list to support Credentials Team during peak season

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• High school graduation or equivalent

AND

• Two years of clerical experience.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Preferred Qualifications

• Demonstrated experience in challenging customer service environments, including interpreting and applying established customer service techniques and resolving difficult customer situations and complaints; and strong problem-solving skills to deal effectively with the general public, students, staff, faculty, and co-workers.
• Skilled in interpersonal communications and conflict resolution skills, both in person and in writing.
• Demonstrated experience maintaining composure and professionalism in a fast-paced, dynamic customer service environment.
• Demonstrated experience in maintaining a high level of confidentiality.
• Exceptional organizational skills and attention to detail and ability to update information in a timely manner.
• Demonstrated ability to independently manage priorities for multiple projects with diverse timelines and potentially conflicting deadlines.
• Demonstrated cultural competency in customer service and team environment.
• Strong background in customer service preferred, but will consider those with the willingness to learn and patience to serve our student, faculty and advising communities.

About the Team

The Office of the University Registrar, a unit within Enrollment Management, supports the Provost as well as the University of Washington community. The office of the University Registrar (OUR) is the steward of the University of Washington’s academic history, maintaining the integrity of our records and documenting the excellence of our students. The commitment to service is demonstrated every day in a variety of registration activities that support and implement faculty policies affecting teaching and learning.

The Office of the University Registrar serves all newly admitted, current, and former students attending the University of Washington at the undergraduate, graduate, professional, and post-baccalaureate levels. Reporting to the Registration Team Supervisor, the Registration Specialist position serves on the Records Specialist Team. The Registration Team represents Tier 1 in a multi-tiered service model in the Office of the University Registrar.

Compensation, Benefits and Position Details

Pay Range Minimum:

$45,144.00 annual

Pay Range Maximum:

$55,824.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives — on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/).

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.