Supervisor - Records

Southern Miss School of Leadership; Hattiesburg (MS); On-site; USD 42,000 - 64,000; Full time

Job summary

The University of Southern Mississippi is seeking a Records Supervisor to oversee the daily operations of the Records area within the Office of the University Registrar. This role focuses on maintaining the integrity of academic records, managing imaging, transcript processing, and ensuring compliance with university policies.

The supervisor will collaborate with campus and external partners to streamline record-related processes, including grade changes and biographical updates, while upholding

Qualifications

• Associate degree and 3+ years of hands-on office management experience.
• Strong knowledge of university policies and student enrollment procedures.
• Working knowledge of campus departments across the University.

Responsibilities

• Supervise staff scheduling and leave time within the Records area.
• Oversee compliance with security protocols and academic policies.
• Develop and update business processes in the student information system for records operations.
• Oversee document imaging and transcript processing, including third-party vendor coordination.
• Ensure audit procedures for student transcripts and data accuracy.

Skills

Communications

Organizational skills

Analytical skills

Office management

Attention to detail

Education

Associate degree

Bachelor's degree (preferred)

Tools

PeopleSoft

Microsoft Excel

Microsoft Word

Job description

The University of Southern Mississippi is currently accepting applications for the position of Supervisor - Records.

Location Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States

Division Office of the University Registrar

Position Type Staff

Employment Status Full Time

Grant Funded No

Pay Grade

N06

Posting Close Date Open Until Filled

Special Instructions to Applicants

Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

The position of Records Supervisor within the Office of the University Registrar involves overseeing the daily operations of the Records area. This role carries the responsibility of managing academic records while adhering to established security protocols and procedures. The Records Supervisor will collaborate with the campus community and external vendors to streamline and optimize student record-related processes, including but not limited to transcript processing, grade and record changes, academic standing adjustments, biographical information updates, and the management of imaged records. In this role, the Records Supervisor plays a crucial part in maintaining the integrity and accuracy of academic records, ensuring compliance with academic policies, and enhancing the overall efficiency of record-related processes.

Primary Duties and Responsibilities

• Supervise Employee Leave Time: Maintain an accurate schedule of personal and sick leave for staff in the records area.
• Supervision: Oversee the student records section of the Registrar's Office, which includes implementing approved academic policies, ensuring the security of student records, and updating procedures in line with academic policy changes.
• Business Process Development: Develop and continually update efficient business processes within the student information system for the student records area that include grade/academic record changes, academic standing, updating biographical student information.
• Document Imaging: Supervise the imaging of documents associated with a student's educational record.
• Transcript Processing: Supervise the transcript processing section of the Registrar's Office. This involves collaborating with third party vendor to ensure the timely processing of transcript requests, supervising data entry and verifying the accuracy of historical records converted to the current student information system. Also, ensure proper audit procedures are followed for accounting of student transcripts.
• Perform any other duties as assigned.

Minimum Qualifications

Associates degree from an Accredited college or University and accumulated three years of hands‑on experience in roles requiring strong office management skills and attention to detail.
Strong knowledge base of University policies and procedures as it pertains to student enrollment.
Working knowledge of campus departments across the University.

Knowledge, Skills & Abilities

• Working knowledge of PeopleSoft.
• Excellent communication, interpersonal and organizational skills.
• Ability to work with multiple departments across campus.
• Strong analytical and problem solving skills.
• Proficient with Microsoft Excel and ability to use Microsoft Word.

Preferred Qualifications

Bachelor's Degree.
Three to five years experience working with PeopleSoft.
Experience working at a Higher Education Institution.
Supervisory experience.

About The University of Southern Mississippi

Since our founding in 1910, The University of Southern Mississippi has remained dedicated to preparing students for success. We deliver programs to more than 13,000 students in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. We are a community‑engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions.

Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also a national leader in a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.

We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We’re developing the next generation of business leaders, while also responding to critical workforce shortages by producing skilled professionals in education and nursing. With a tradition of excellence in the arts, we are one of only 36 public institutions in the nation accredited in four major areas of the arts. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu .

The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.

Annual Security and Fire Safety Report

The University of Southern Mississippi is committed to the safety and security of the USM community. The annual federal required compliance document which contains policy statements and crime statistics for the University is available on the UPD website at http://www.usm.edu/police/. You may also request a copy by contacting the University Police Department at Bond Hall, 1st Floor West, Hattiesburg, MS 39406 [phone]. The policy statements address the University's policies, procedures and programs concerning safety and security, for example, policies for responding to emergency situations and sexual offenses. Three years' of statistics are included for certain types of crimes that were reported to have occurred on campus, in or on off-campus buildings or property owned or controlled by the University and on public property within or immediately adjacent to the campus.