Records Systems Coordinator

Champlain College; Burlington (VT); Hybrid; USD 45,000 - 51,000; Full time

Benefits offered by this job

Health Coverage

Paid Time Off

Tuition benefits

Retirement plan (403(b) with employer

Wellness programs

Disability & life insurance

Employee discounts & EAP

Job summary

Champlain College is seeking a Records Systems Coordinator to uphold the accuracy, integrity, and security of student academic records while supporting Registrar’s Office operations in a busy, high-demand environment.

The ideal candidate is an organized, analytical self-starter with excellent communication and strong customer service orientation, capable of handling competing priorities across multiple offices and platforms, including the Collegevine AI system.

Qualifications

• Bachelor's degree required.
• Proven administrative experience; education setting preferred.
• Excellent organizational, problem-solving and planning skills with meticulous attention to detail.
• Strong interpersonal, oral and written communication with customer service orientation.
• Ability to prioritize, manage multiple tasks, and work in a high-volume environment.
• Proficiency in standard word processing, spreadsheet, and database software.
• Ability to work independently and in a team, adapting to changing priorities.

Responsibilities

• Audit records to ensure institutional compliance and FERPA adherence.
• Maintain confidentiality of education records per policy.
• Support Commencement communications and degree conferrals with credential partners.
• Assist in curriculum management, grade reconciliation, and registration processes.
• Promote strong relationships with Admissions, Financial Aid, Student Accounts, and Provost's Office.
• Provide high-level customer service to students, families, and partners.

Skills

Organizational skills

Communication skills

Problem-solving

Attention to detail

Teamwork

Education

Bachelor's degree

Tools

Word processing

Spreadsheets

Databases

Job description

Job Description

Champlain College is seeking an organized, analytical, and detail-oriented Records Systems Coordinator to join our Registrar's Team. Reporting to the Registrar, this role ensures the accuracy, integrity, and security of student academic records while supporting the daily operations of the Registrar's Office.

Champlain College is seeking an organized, analytical, and detail-oriented Records Systems Coordinator to join our Registrar's Team. Reporting to the Registrar, this role ensures the accuracy, integrity, and security of student academic records while supporting the daily operations of the Registrar's Office.

The Records Systems Coordinator will have primary responsibilities in commencement communications and data management, and support on-boarding of students who come to the college through untraditional pathways. Additionally, this role will learn and manage multiple academic processes to ensure the student experience is seamless. The Records Systems Coordinator will work closely with partner offices across the college to keep academic systems running smoothly.

The ideal candidate is an innovative self-starter with excellent communication skills, exemplary professional judgment, and a strong customer service orientation, comfortable balancing competing priorities in a high-volume, deadline-driven environment.

Key Responsibilities

Records & Compliance Management

• Audit records to ensure institutional compliance
• Maintain the confidentiality of education records in accordance with FERPA and College policy
• Exercise exemplary professional judgment across all records processes

Commencement Communications & Data Management

• Support Commencement communication strategies
• Ensure accurate lists of students eligible for Commencement
• Process Degree Conferrals
• Issuing degrees through credential partners

Academic Operations and Student Support

• Support curriculum management across the College
• Support grade reconciliation and academic standing
• Play a key role in the registration process
• Learn and support the scheduling process across the College
• Support and Advise students entering through alternative pathways, including re-admitted, dual enrollment, and non-degree students

Student Services & Institutional Partnerships

• Assist in managing the College's Collegevine AI platform
• Promote and maintain strong working relationships with partner offices, including Admissions, Financial Aid, Student Accounts, and the Provost's Office
• Provide a high level of customer service to students, families, and institutional partners

Requirements

• Bachelor's degree
• Demonstrated previous success in an administrative environment; prior experience in an educational setting preferred
• Excellent organizational, problem-solving, and planning skills with meticulous attention to detail
• Excellent interpersonal, oral, and written communication skills with a strong customer service orientation
• Ability to use judgment, patience, and decisiveness in a high-volume, high-activity, pressure-filled environment
• Highly proficient in standard word processing, spreadsheet, and database software
• Ability to work independently and as part of a team, adjusting easily to changing priorities and deadlines

Working Arrangements

• Full-time, hybrid position based at our main campus in Burlington, VT
• Standard business hours, Monday - Friday
• Some weekend work will be required to support institutional events
• Open office environment with sitting or standing at a desk throughout the workday
• Ability to lift 35-40 pounds at certain times of year

Compensation & Benefits

• Annual Salary: $45,000 - $51,000
• Comprehensive Benefits Package:
  • Health Coverage: Medical, dental, and vision insurance with HSA and FSA options
  • Paid Time Off: 16 holidays, 4 weeks of vacation, 2 weeks sick time, and 2 days of personal leave
  • Retirement: 403(b) plan with 3% employer matching contribution
  • Education: Tuition benefits for employees and family members
  • Wellness: Gym discount and Wellness programs with up to $300 annual incentives
  • Welfare: Short-term and long-term disability coverage, plus life insurance
  • Other Perks: Employee Assistance Program (EAP) with counseling services, access to employee discounts and local/national benefit programs

Champlain College does not discriminate on the basis of race, creed, color, national origin, place of birth, ancestry, religion, age, sexual orientation, sex, gender identity, veteran or military service status, HIV -positive status, qualified disability, or on the basis of any other status protected by law, and does not discriminate in the administration of its education and admission policies, scholarship and loan programs, employment practices or co-curricular and other College-administered programs. Champlain College will make reasonable accommodations for otherwise qualified students, applicants for admission or employment, or employees.

Champlain College is committed to fostering an inclusive and welcoming community. We believe that bringing together individuals with different backgrounds, perspectives, and experiences enriches education and strengthens our community. At Champlain, all members are valued as individuals and respected for their unique contributions.

About Us

Founded in 1878, Champlain College is a small, private, not-for-profit college in Burlington, Vermont overlooking Lake Champlain and the Adirondack mountains. Its career-driven approach to higher education prepares students for professional life from their very first semester. For the fifth year in a row, Champlain was named a "Most Innovative School" in the North by U.S. News & World Report's "America's Best Colleges" 2020 regional rankings and ranked #9 on The Princeton Review's "2025 Top Schools for Game Design."