Student Records Manager

Saint Mary's College Of California; Moraga (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

Saint Mary’s College of California is seeking a Student Records Manager to maintain accurate, confidential electronic student records within the Office of the Registrar. The role analyzes, processes, and verifies transcripts, diplomas, petitions, and verifications, while producing reports to audit records and support data integrity.

Responsibilities include responding to inquiries from students, faculty, and staff, and ensuring compliance with college policies and applicable requirements.

Qualifications

• Associate’s degree required; Bachelor’s degree preferred.
• Experience in student records, Registrar operations, or higher education administration preferred.
• Knowledge of or ability to learn Student Information Systems and related Registrar technologies.
• Strong attention to detail and ability to process detailed records accurately.

Responsibilities

• Analyze, evaluate, and process incoming student records and documentation.
• Process transcripts, diplomas, petitions, verifications, and other records transactions.
• Create and run reports to audit student records and ensure data integrity.
• Maintain confidentiality and appropriate use of electronic student records.
• Respond to inquiries from students, faculty, staff, and external constituents.

Skills

Attention to detail

Data integrity

Analytical skills

Customer service

Communication

Time management

Recordkeeping

Discretion

Education

Associate’s degree

Bachelor’s degree

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.

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.

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.

Other Duties as Assigned

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.
• Ability to manage a high volume of detailed transactions and competing priorities while meeting established deadlines.
• 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 ESCALATE them.
• Demonstrated ability to exercise discretion and maintain the confidentiality of student education records and sensitive information.

Licenses & Certifications

N/A