Records and Registration Specialist

Job Story

Do you notice the little things others miss? The kind of person who spots the typo in a 20-page report or knows exactly where every file should live? If you thrive on accuracy, love organizing information, and enjoy being the teammate others can always rely on, this role might be your perfect fit.

We're searching for someone who brings precision, organization, and a collaborative spirit to the table. In this position, your sharp eye for detail won't just be valued—it will be the key to our success. Join our team and play a key role in supporting students from their first transcript request to their final diploma.

In this fast-paced role, you'll:

• Keep things running smoothly, spotting and fixing errors with the sharpness of a detective in a true-crime docuseries.
• Use your Excel & Word skills like a pro—because formulas and formatting aren't just tools, they're your superpowers.
• Jump in when the team needs support, coverage or backup.
• Handle requests and expectations thoroughly, ensuring accuracy and consistency every step of the way.
• Provide approachable, friendly support to students and colleagues, creating a culture of trust and reliability.

To be successful:

• Detail-driven & meticulous: You take pride in getting it right the first time.
• Organized to your core: You bring added structure to the scaffolding we already have in place.
• You're comfortable in Excel and Word and even enjoy making them work harder for you.

This isn't just about checking boxes—it's about being the person who keeps things moving forward. Your work will make a tangible difference, not only in the accuracy of our data but also in the way our team functions as a whole.

If you're the type who finds joy in precision, thrives in collaboration, and secretly loves the satisfaction of a spreadsheet balancing perfectly, this is the role for you. Apply today to detail how you are the answer to our equation we're trying to solve!

This position is an on-campus role with no allowance for WFH.

Job Summary

Facilitates student registration and records services for one (1) or more registrar areas. Utilizes relevant technology platforms and recommends process and procedural changes as needed.

Essential Functions

• Processes, manages, and troubleshoots transcript, enrollment, and record requests and verifications.
• May lead and train support staff, as needed.
• Provides customer service, guidance, and coordination for assigned area of responsibility.
• Ensures records and/or systems are accurate and reliable.
• Assists with testing, troubleshooting, and/or providing recommendations for system and/or process upgrades of new technologies.
• Provides and/or assists with prompt resolution to initial records and registration policy and procedural inquiries or concerns.

Job Duties

• Front Desk & Phone Support: Serve as the first point of contact at the service counter and by phone, assisting with general inquiries. Provide support for transcript requests, enrollment certifications, diploma pick-up, reactivation requests, and student system access.
• Diploma & Graduation Support: Manage and track ARD (Anticipated Graduation Date) forms for diploma processing. Confirm mailing costs and distribute diplomas three times per year. Order diploma covers and maintain adequate inventory during distribution periods.
• Mail & Documentation Processing: Pick up, sort, and process incoming mail daily. Process Foster Care and Legacy Tuition forms. Apply official seals to documents as required.
• Verification & Communication: Create verification letters for companies not using the National Student Clearinghouse. Create invitation letters for international students. Manage the student verification email inbox, including handling enrollment and certification letter requests.
• Cashiering & Data Entry: Process payments using CME (TouchNet) cashiering system. Maintain departmental statistics and prepare data for supervisor meetings.
• Team Support: Serve as backup in multiple operational areas as needed. Assist students with computer use and other service counter needs.

Required Education and Experience

• High school diploma or equivalent
• Two (2) years of experience in general office, clerical, administrative support or related field

Knowledge, Skills and Abilities

• Strong communication and interpersonal skills.
• Proficiency with computer systems and the ability to learn institutional software quickly.
• Ability to handle sensitive information with confidentiality and professionalism.
• Detail-oriented with strong organizational skills.

Preferred Qualifications

• Associate Degree or some college preferred.