Student Records Manager

Saint Mary's College of California

Moraga (CA)

On-site

USD 50,000 - 61,000

Full time

3 days ago

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Job summary

Saint Mary’s College of California is seeking a Student Records Manager to oversee accurate and confidential handling of electronic student records within the Registrar’s Office. You will analyze and process academic records, transcripts, diplomas, petitions, and verifications, while generating reports to audit data integrity and ensure policy compliance.

Reporting to the Registrar, the role requires coordination with faculty and staff, maintaining data security, and delivering timely service

Qualifications

Associate’s degree is required; bachelor’s degree preferred.
Minimum of two years of related experience in student records or Registrar operations.
Experience with student information systems preferred.

Responsibilities

Analyze, evaluate, and process incoming student records per College policies.
Process transcripts, diplomas, petitions, and degree verifications.
Create and run reports to audit records and identify discrepancies.
Maintain documentation supporting student records transactions and changes.
Protect confidentiality and ensure proper handling of PII.

Skills

Attention to detail

Data integrity

Confidentiality

Records processing

Microsoft Office

Customer service

Education

Associate's degree

Bachelor's degree preferred

Tools

Student Information Systems

Document imaging

Transcript verification systems

Job description

About Saint Mary’s College

Founded in 1863, Saint Mary’s College of California is a residential institution in the Moraga Valley, 20 miles east of San Francisco, rooted in the Catholic, Lasallian, and Liberal Arts traditions. Enrolling more than 3,000 undergraduate and graduate students, the College integrates liberal and professional education within a mission shaped by the De La Salle Christian Brothers. Known for academic excellence, innovation, and responsiveness, Saint Mary’s fosters shared inquiry, meaningful student engagement, and a strong commitment to diversity, leadership, and service.

About Saint Mary’s College

Why Join Saint Mary’s College?

At Saint Mary’s, your work has visible impact. As a close-knit residential college, employees work collaboratively across departments—your ideas, leadership, and contributions directly shape the student experience and the future direction of the institution. Colleagues partner across divisions, decisions are grounded in mission, and innovation is encouraged. If you are seeking a workplace where purpose, community, and professional growth intersect—and where your work truly matters—Saint Mary’s offers that opportunity.

Job Title

Student Records Manager

Job Summary

Reporting to the Registrar, the Student Records Manager performs specialized student records administration within the Office of the Registrar. The position is responsible for maintaining the accuracy, integrity, confidentiality, and appropriate processing of electronic student records in accordance with established College policies, procedures, and applicable requirements.
The Student Records Manager analyzes, evaluates, and processes student academic records and documentation; processes transcripts, diplomas, academic petitions, degree and enrollment verifications, and other records transactions; and responds to inquiries from students, faculty, staff, and external constituents. The position creates and runs reports to audit student records, identifies discrepancies requiring correction or additional review, and supports systematic controls for the creation, receipt, maintenance, use, and accuracy of electronic student records.

Essential Responsibilities

Student Records Administration

Analyze, evaluate, and process incoming student records and academic documentation in accordance with established College policies, procedures, and academic requirements.
Process transcript requests, diplomas, Academic Evaluation Changes, Independent Study and Internship Petitions, Grade Change Petitions, Declaration of Major Petitions, and other assigned academic records transactions.
Process education, enrollment, and degree verification requests using established procedures and applicable systems.
Review academic records and evaluations for completeness and accuracy and process authorized updates and corrections.
Identify incomplete, inconsistent, or unusual records and refer matters requiring additional academic or policy review to the Registrar or other appropriate College official.
Maintain accurate documentation supporting student records transactions and changes.

Records Management & Data Integrity

Maintain the accuracy, integrity, confidentiality, and appropriate use of electronic student records.
Create and run reports using institutional reporting systems to audit records for accuracy, completeness, and data integrity.
Review report results, identify discrepancies or errors, and process or coordinate appropriate corrections in accordance with established procedures.
Support systematic controls governing the creation, receipt, maintenance, use, retention, and accuracy of electronic student files and records.
Maintain student information in applicable Student Information Systems, document imaging systems, transcript and diploma systems, and related Registrar technologies.
Assist with identifying recurring records or data issues and communicate findings to appropriate Registrar staff.

Customer Service & Records Support

Research and respond to student records inquiries and requests from students, faculty, staff, and authorized external constituents.
Provide accurate information regarding Registrar policies, procedures, academic records requirements, transcripts, diplomas, petitions, and verification processes.
Communicate established regulations, procedures, documentation requirements, and processing timelines to students, faculty, and staff.
Research records-related questions and provide information consistent with established College policies and procedures.
Maintain confidentiality and appropriately safeguard student education records and personally identifiable information.
Provide timely and professional service through telephone, email, in-person, and other established communication channels.

Experience And Qualifications

Education: Associate’s degree from an accredited institution required. Bachelor’s degree preferred.
Experience: Minimum of two (2) years of progressively responsible experience in student records, Registrar operations, higher education administration, records management, data processing, or a closely related area required. Experience working with student information systems, academic records, transcripts, diplomas, or degree and enrollment verification processes preferred.

Skills/Abilities

Knowledge of or ability to learn student records administration, Registrar operations, academic records processes, and applicable College policies and procedures.
Demonstrated ability to analyze and process detailed student records and academic documentation accurately and consistently.
Strong attention to detail and commitment to maintaining accurate records and data integrity.
Ability to interpret and apply established policies, procedures, academic requirements, and records-processing guidelines.
Ability to create and run reports, review results for discrepancies, and coordinate appropriate records corrections.
Experience working with Student Information Systems and related higher education administrative technology.
Experience with or ability to learn transcript, diploma, document imaging, verification, and records-management systems.
Knowledge of or ability to learn National Student Clearinghouse services and their application within higher education.
Proficiency with Microsoft Office, Google Workspace, and related productivity and data-management applications.
Strong research, organizational, problem-solving, and time-management skills.
Excellent written, verbal, interpersonal, and customer service skills.
Ability to communicate records requirements, processes, and procedures clearly to students, faculty, staff, and external constituents.
Ability to identify matters requiring additional review and appropriately refer or elevate them.
Demonstrated ability to exercise discretion and maintain the confidentiality of student education records and sensitive information.

Licenses & Certifications

N/A

Saint Mary’s College of California Employee Benefits Guide

Saint Mary's College of California provides a comprehensive and competitive benefits program designed to support the health, financial security, and overall well-being of eligible faculty and staff. This Benefits Guide provides a general overview of available programs. It is not a contract and does not modify plan documents, insurance policies, or official College policies. In the event of any discrepancy, official plan documents and College policies govern.

Health Insurance

The College Offers a Range Of Medical Plan Options To Allow Employees To Select Coverage That Best Meets Their Individual And Family Needs. Plan Offerings May Include

PPO medical plans
HMO medical plans
High Deductible Health Plans (HDHP), where applicable

Eligible Dependents

Eligible Dependents May Include

A legally married spouse
A state-registered domestic partner
Qualifying children up to age 26

Flexible Spending Accounts (FSA)

Saint Mary’s College offers employees the opportunity to participate in pre-tax Flexible Spending Accounts, which may include:

Health Care FSA – for eligible medical, dental, and vision expenses
Dependent Care FSA – for eligible childcare or dependent care expenses

Life Insurance

The College provides employer-paid basic life insurance coverage for eligible employees. Additional voluntary life insurance options may be available, including:

Basic Term Life
Basic Accidental Death & Dismemberment (AD&D)
Optional Employee Life Insurance
Optional Dependent Life Insurance
Optional AD&D coverage

Dental & Vision Insurance

Eligible employees may enroll in dental and vision coverage. In some cases, dental and vision plans may be elected independently of medical coverage, providing flexibility based on individual needs.
Plan details, network information, and coverage summaries are provided during enrollment.

Disability Benefits

Saint Mary’s College provides disability coverage designed to protect income in the event of a qualifying illness or injury. Benefits may include:

Short-Term Disability (STD)
Long-Term Disability (LTD)

Retirement Benefits

Saint Mary’s College offers retirement benefits to support long-term financial planning. Eligible employees may participate in:

A defined contribution retirement plan
Employer contributions in accordance with College policy
Voluntary employee pre-tax and/or Roth contributions, subject to IRS limits

Additional Benefits & Campus Resources

As part of the Saint Mary’s College community, faculty and staff may also enjoy:

Tuition Assistance Programs
Access to campus fitness and wellness programs
Access to the College library and the Hearst Art Gallery
Discounts at the campus bookstore and dining services
Access to cultural events and campus activities
Community partnerships and local discounts in the Lamorinda area

Equal Employment Opportunity

Saint Mary’s College of California is an equal opportunity employer committed to fostering an inclusive and respectful work environment consistent with its Lasallian values.

Important Notice

All benefits, policies, and programs described in this guide are subject to change without notice. Participation and eligibility are governed by official plan documents, College policies, and applicable federal and state laws.

Contact Information

Human Resources
Saint Mary’s College of California
Moraga, CA 94575

For Additional Information Regarding Employee Benefits

Salary

The anticipated hiring salary for this position is $55,000 annually.

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