Student Records Coordinator

Universal Technical Institute, Inc.; Dallas (TX); Hybrid; USD 28,000 - 32,000; Full time

Benefits offered by this job

Tuition Waiver

Paid Time Off

Retirement Matching

Paid Parental Leave

Health, vision, and dental coverage

Pet Insurance

Health Plan Enrollment

Job summary

Universal Technical Institute, Inc. is seeking a Student Records Specialist to maintain accurate academic records and support registration, transcripts, and record updates. The role emphasizes confidentiality and adherence to FERPA in a fast-paced environment.

Responsibilities include processing transcripts, program changes, and data entry within the student information system, while collaborating with admissions, financial aid, and registrar staff to ensure compliance and timely reporting.

Qualifications

• Must maintain accurate academic records and comply with FERPA.
• Experience with student records, registrar services, or related administration is required.

Responsibilities

• Maintain and update student academic records in compliance with standards.
• Process transcripts, program changes, withdrawals, and advisor reassignments in the SIS.
• Review, scan, and index official documents into the student record system.
• Respond to inquiries regarding records, transcripts, and policies.
• Prepare reports related to enrollment, transcripts, and records management.
• Provide guidance on academic policies and registration procedures.
• Ensure privacy compliance when releasing student information.
• Collaborate with admissions, financial aid, and registrar staff.
• Train new team members on records management procedures.

Skills

Attention to detail

Policy interpretation

Data analysis

Written communication

Verbal communication

Time management

Education

High school diploma or GED

Associate degree preferred

Tools

Student Information Systems

Imaging software

Job description

Overview

Pay range: $20.00 - 23.00 an hour

The Student Records Specialist is responsible for maintaining accurate and complete academic records in compliance with institutional policy, accreditation standards, and state and federal regulations. This role supports registration, transcript processing, and record updates while ensuring the security and confidentiality of sensitive student data. The Student Records Specialist provides guidance to students, faculty, and staff regarding records‑related policies and procedures and serves as a resource for the student information system. This position requires exceptional attention to detail, a strong commitment to accuracy, and the ability to work in a fast‑paced environment with multiple deadlines.

What We Offer

• Tuition Waiver: Enjoy a tuition waiver after 6 months of employment for you AND your immediate family offered at UTI and Concorde campuses
• Paid Time Off: Competitive paid time off programs for employees (Vacation, Sick, Flexible, Holiday)
• Retirement Matching: 50% match on the first 6% of your contributions after 90 days
• Paid Parental Leave: 4 weeks of paid leave for both birthing and non‑birthing parents to bond with a new baby
• Competitive Insurance: Health, vision, and dental coverage for you and your dependents
• Pet Insurance: Competitive coverage for your furry family members through ASPCA
• Health Plan Enrollment: Eligibility starts first of the month following completing one full month of employment

Responsibilities

• Maintain and update student academic records in compliance with institutional, state, and federal standards
• Process transcripts, program changes, withdrawals, advisor reassignments, and other record adjustments in the student information system
• Review, scan, and index official documents into the student record system, ensuring accuracy and completeness
• Respond to inquiries from students, faculty, and staff regarding records, transcripts, and policies through in‑person, phone, and electronic communications
• Prepare, review, and distribute reports related to student enrollment, transcripts, and records management
• Provide guidance to stakeholders on academic policies, registration procedures, and recordkeeping requirements
• Ensure compliance with privacy laws including FERPA when managing and releasing student information
• Collaborate with admissions, financial aid, and registrar staff to support records and registration functions
• Participate in process improvement efforts and assist with training new team members on records management procedures
• Other duties as assigned

Quaifications

Education / Experience

• High school diploma or GED (required); Associate degree (preferred)
• Minimum two (2) years of experience in student records, registrar services, or related administrative function (required)
• Experience with student information systems and imaging software (preferred)
• Customer service experience in an educational or administrative setting (preferred)

Skills

• Strong attention to detail and accuracy in maintaining student records
• Ability to interpret and apply academic policies and regulatory requirements including FERPA
• Proficiency with databases, imaging systems, and office software applications (e.g., Microsoft Office Suite)
• Strong organizational and time management skills to meet multiple deadlines
• Effective written and verbal communication skills to interact with diverse stakeholders
• Ability to analyze data and identify discrepancies in records

Abilities

• Able and willing to:
  • Communicate, think, learn, and reason
  • Use computers and computer systems (including hardware and software) to process transactions, store documents, enter data, or perform assigned tasks
  • Safely ambulate and/or maneuver when on‑site at Company locations
  • Demonstrate and utilize active listening, inductive reasoning, information ordering and category flexibility
• Ability to use good judgment, problem‑solving and decision‑making skills
• Ability to maintain confidentiality and manage sensitive information with discretion
• Ability to work in a fast‑paced environment where deadlines are essential and multiple projects are worked simultaneously
• Ability to gain, understand and apply information and data as it relates essential functions of the position
• Ability to foster long‑term relationships with stakeholders

Work Environment

• Work is performed indoors in a climate‑controlled environment when on site at assigned company location. Employees must be able to safely ambulate when on company premises.
• This position is eligible for a remote, hybrid, on campus or an on site work location to meet business needs. Employees must be able to follow all safety precautions including the use of personal‑protective equipment. Employees must also be able to adhere to site‑specific safety procedures. Work environments may include exposure to student learning environments with a variety of conditions. Employees must meet minimum technical standards for eligibility and participation.