Student Records Representative

your Jared; Chester (Delaware County); On-site; USD 42,000 - 54,000; Full time

Job summary

Widener University is seeking a Student Records Representative to support the Registrar's Office and Student Financial Services. You will manage registrar documentation, handle inquiries via phone and email, and maintain accurate student records while ensuring confidentiality and policy compliance.

The role involves cross-departmental support, data entry for transcripts and credits, and participation in records digitization initiatives.

Qualifications

• Three (3+) years of customer service experience in an office environment.
• Excellent communication and organizational skills.
• Attention to detail and confidentiality are essential.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

Responsibilities

• Process registrar documents received electronically or in hard copy.
• Manage the Registrar's Office email account and respond to inquiries.
• Maintain and organize registrar files for audits and reference.
• Provide frontline support across Financial Aid, Bursar, Registrar, and OneCard services.
• Enter transcript data into student records and coordinate credit transfer.
• Handle degree and enrollment verification requests with FERPA compliance.
• Digitize records and support paperless initiatives.
• Assist with diploma fulfillment and replacement requests.
• Backup support for transcript processing and transfer credit evaluation.

Skills

Customer service

Microsoft Office

Communication

Attention to detail

Diplomacy

Confidentiality

Education

High School Diploma

Tools

Microsoft Office

Job description

Widener University is currently seeking a Student Records Representative. Reporting tothe Assistant Registrar, the Student Records Representative serves as the primary point of contact for students, faculty, and staff, providing professional and responsive support through phone, email, and other electronic communications. This role is responsible for the daily management of the Registrar's Office's shared electronic inbox, ensuring timely review, processing, and resolution of records-related requests, inquiries, and transactions. The Student Records Representative maintains accurate student records, assists with administrative processes, and delivers high-quality customer service while ensuring compliance with University policies, procedures, and confidentiality standards.

This position is responsible for performing a variety of administrative tasks and providing comprehensive support to the Registrar's Office and Student Financial Services.

DUTIES AND RESPONSIBILITIES (including, but not limited to):

Essential Duties:

Registrar Documentation Processing

• Manage the intake and processing of all registrar-related documentation received electronically or in hard copy.
• Handle forms related to student registration, grade changes, program additions or modifications, and personal information updates.
• Ensure that all documents are complete, accurate, and processed in a timely manner.

Registrar Email Management

• Serve as the primary manager of the Registrar's Office email account.
• Monitor, prioritize, and respond to high volumes of inquiries from students, faculty, staff, and external stakeholders.
• Ensure timely and professional communication, escalating issues when necessary.

File Maintenance and Organization

• Oversee the organization of both digital and physical registrar files.
• Ensure records are filed accurately, comply with institutional and legal standards, and are accessible for audits or reference.

Cross-Departmental Frontline Support

• Log into the Enrollment telephone queue daily.
• Respond to and resolve inquiries related to Financial Aid, Bursar, Registrar, and OneCard services.
• Provide accurate information or triage inquiries for appropriate follow-up and resolution.

Mail Intake and Transcript Entry

• Open, sort, and distribute all incoming mail addressed to the Registrar’s Office.
• Enter external transcript data into student records and coordinate with academic departments for evaluation and transfer of credit application.

Degree and Enrollment Verifications

• Respond to degree and enrollment verification requests via the National Student Clearinghouse.
• Ensure compliance with FERPA and institutional policies when releasing student information.

Document Imaging and Record Digitization

• Perform digital imaging and archival of Registrar’s Office documents.
• Support a transition to paperless operations and contribute to the improvement of records management systems.
• Ensure secure and efficient access to student records.

Diploma Fulfillment

• Process and mail replacement diploma orders.
• Verify student eligibility and ensure the secure handling of academic credentials.

Registrar Services Backup Support

• Provide reliable backup support for transcript processing and transfer credit evaluation.
• Maintain current knowledge of relevant systems and procedures to ensure uninterrupted registrar operations.

Institutional Support and Administrative Flexibility

• Participate in cross-functional projects, campus events, and continuous improvement initiatives.
• Demonstrate adaptability, initiative, and commitment to service excellence within the Registrar's Office.
• Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of Enrollment, Registrar's Office and Widener University.

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

• High School Diploma or equivalent.
• Three (3+) years of customer service experience in an office environment.
• Excellent communication and organizational skills.
• Attention to detail.
• Must possess a high level of diplomacy, tact and confidentiality.
• Proficient in the use of Microsoft Office Suite (Word, Excel, PowerPoint).

Preferred:

• Previous work experience in a higher education environment.

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

• May sit in front of a computer for long periods of time.
• Occasional work on weekends and evenings as required.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive.We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.

Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener's Flexible Work policy.

Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention, and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.

EOE M/F/V/D