Transcript Specialist

Northwest Missouri State University; Maryville (MO); On-site; USD 23,000 - 28,000; Full time

Job summary

Northwest Missouri State University located in Maryville, Missouri, invites applications for a Transcript Specialist. This 12-month, full-time role handles transcript requests, fee processing, and enrollment tasks while delivering quality customer service within the Registrar’s Office.

The position requires a high school diploma and strong computer literacy, detail orientation, and communication skills to manage records, assist students, staff, and faculty, and ensure regulatory compliance in

Qualifications

• Education: High school diploma.
• Experience: computer literacy required with ability to learn and use database applications, data entry, keyboarding, word processing and spreadsheets.
• Must be detail oriented and organized.
• Strong written and verbal communication skills required.
• Must operate standard office machines and maintain complex filing systems.
• Must be able to train, assign work, and review the work of student workers.

Responsibilities

• Process daily transcript requests via mail, web, and fax.
• Manage transcript fee assignments and deposits with the Bursar’s Office and keep accurate records.
• Complete online enrollment segments and assist with enrollment processes.
• Manage state-mandated reverse transfer processes.
• Create and maintain filing systems (digital and manual).
• Monitor and manage enrollment through electronic systems and front desk tasks.
• Provide policy/process information including deadlines, schedule changes, withdrawals, refunds, grading policies, and transfers.
• Explain and apply FERPA and other laws to registrar duties to protect student records.
• Assist other Registrar’s Office staff as needed and back up enrollment verifications.
• Support the office operations to ensure accurate and timely student data.

Skills

Computer literacy

Detail oriented

Written and verbal communication

Office equipment operation

Train student workers

Education

High school diploma

Job description

SALARY: $17.98

POSITION TITLE: Transcript Specialist

DEPARTMENT: Associate Registrar

EMPLOYMENT TERMS: Full-time, 12-month position

PRIMARY DUTY:

The Transcript Specialist is responsible for managing and processing transcript requests and providing quality customer service for the Registrar’s Office.

ESSENTIAL FUNCTIONS:

• Process daily transcript requests received through delivery methods including mail, web, and fax
• Process transcript fee assignment and deposits and maintain accurate records of each through the Bursar’s Office
• Complete online segment of enrollments expeditiously as assigned
• Manage and track state-mandated reverse transfer process
• Create and maintain computerized and manual filing systems
• Manage daily enrollment through electronic system during assigned time slot
• Manage registrar general email account during assigned time slot
• Complete enrollments at front desk during assigned time slot
• Facilitate the enrollment process by providing information about policy/process including changes of schedules, withdrawals, refunds, grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, etc.
• Complete registrations at general registration, pre-registration, and SOAR
• Apply the Family Rights and Privacy Act and other applicable laws and regulations to duties to ensure the integrity of student academic records
• Provide effective customer service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to registrar functions and applying that knowledge to the provision of information, problem solving, and information processing
• Maintain the integrity of academic records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors
• Assist other members of Registrar’s Office as time permits
• Serve as a backup to process enrollment verifications, loan deferments, and student status reports.
• Contributes to the overall success of the Registrar’s Office by performing all other duties as assigned

REQUIREMENTS:

Education: High school diploma

Experience:

• Computer literacy is required and includes an understanding of logic and database management, as well as a working knowledge of or the ability to learn and use database applications, keyboarding ability, a functional knowledge of word processing, spreadsheets, and data entry.
• Must be detail oriented and organized.
• The ability to handle large volumes of calls and face-to-face inquiries in a friendly and professional manner is required.
• Strong written and verbal communication skills required.
• Must know how to operate electronic, photocopier, or other standard office machines, and maintain complex filing systems and records.
• Must be able to train, assign work, and review the work of student workers.

WORKING CONDITIONS:

This position will work in an office environment from the hours of 8:00 a.m. to 5:00 p.m. with an hour lunch break.

SUPERVISORY RESPONSIBILITIES:

May train, assign work, and review work of student employees within the office

EQUIPMENT/MATERIALS USED:

Standard Office Equipment

TYPICAL PHYSICAL DEMANDS:

Ability to lift up to 20 pounds

COMMUNITY:

Northwest Missouri State University located in Maryville, Missouri, a community of 12,000 with a diverse economy and a strong industrial base. Maryville is located 45 miles north of St. Joseph, Missouri, 90 miles north of Kansas City, Missouri, and 110 miles southeast of Omaha, Nebraska. For more information visit the city’s website at www.maryville.org.

UNIVERSITY:

With an enrollment of more than 8,500 students, Northwest is a coeducational, primarily residential four-year university that offers a broad range of undergraduate and selected graduate programs on its Maryville campus and through Northwest Online. Founded in 1905, Northwest boasts a high retention rate and a graduation rate in the 95th percentile among its peers. Additionally, results of the Ruffalo Noel Levitz Student Satisfaction Inventory show Northwest students are more satisfied than students at national peers, and 78 percent of Northwest students report they would repeat their university experience, compared to 75 percent of students surveyed nationally at their respective institutions. Furthermore, the University is a national model for student success and career placement with 93 percent of bachelor’s degree earners and 98 percent of master’s degree earners securing employment or continuing their education within six months of completing a degree at Northwest, according to the most recent data. Northwest places a high emphasis on profession-based learning to help graduates get a jumpstart on their careers while maintaining competitive tuition rates and generous financial assistance to help minimize the financial barriers students may face when pursuing a college degree. Students have opportunities to build their résumés with experiences on campus in nearly every area of study, including the Horace Mann Laboratory School, National Public Radio affiliate KXCV, the R.T. Wright Farm, Mozingo Outdoor Education Recreation Area, a partnership with the National Geospatial-Intelligence Agency or Knacktive, a student-driven integrated digital marketing communications agency. In conjunction with its emergency and disaster management program, Northwest organizes and hosts Missouri Hope, an annual mass casualty training exercise that attracts first responders and emergency workers from throughout the nation and provides hands-on training in preparation for a natural disaster. The University’s vibrant and diverse learning community also offers more than 150 student organizations, and textbooks and a laptop are included in tuition, saving students an estimated $6,900 over four years. Northwest offers 1,200 student employment positions, allowing students to build professional skills through its internationally benchmarked student employment program. For more information about Northwest and its performance, visit www.nwmissouri.edu/aboutus/facts/.

CONTACT INFORMATION

Northwest Office of Human Resources Administration Building 125 (First Floor) 660.562.1127 [e-mail]