Records Specialist

Supports the mission and functions of the Office of the University Registrar (UR) by working with students, faculty, staff, and others in an accessible and welcoming manner. Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together.

Responsibilities

• Manages the electronic transcript process, troubleshoots technical issues, and takes action on incoming requests within one business day.
• Receives, processes, maintains, and files confidential records of transcript, enrollment-certification, loan deferment, and degree-verification requests in a timely manner.
• Processes major and minor declarations and changes; changes advisee assignments as requested by academic departments.
• Tracks faculty leave and reassigns students within the system of record, sending appropriate notifications as needed.
• Enters overload permissions in the student information system. Sends notifications of overload/underload approvals to students.
• Coordinates and distributes check-in materials and maintains current knowledge of web matriculation process to assist students.
• Updates student records to reflect AP, IB, and department-specific testing scores.
• Processes registration changes (adds/drops, pass/fails) in a timely manner.
• Purges, collates, and re-files deceased alumni records and transcripts.
• Answers the primary phone line, provides excellent customer service to visitors, receives and distributes daily mail, prepares enrollment verifications, and checks, distributes, and responds to the registrar@wlu.edu email box.
• Handles daily correspondence, photocopying, filing, faxing, as requested.
• Maintains the University Registrar website with an eye for modern functionality, using the Ingeniux content management system, including building new pages and annual updates to current pages.
• Maintains all office supply levels and ordering. Manages subscriptions.
• Manages petty cash used for fee payments.
• Assists the Registrar in the review and evaluation of all external transfer of credit, from both US and international institutions and programs, including first-year transfer, summer transfer, study abroad work, and transfer work from reinstated and transfer students.
• Manages student work-study program, including supervising, training, and time entry approval. Trains them in filing, office procedures, and software integration in the office.
• Other responsibilities as assigned.

Requirements

• High-school diploma or higher, with at least two years of previous college administrative support preferred.
• Ability to handle multiple tasks simultaneously.
• Strong interpersonal skills and ability to work pleasantly and professionally with a wide variety of people.
• Experience with electronic communications, including multi-line phone and email.
• Experience with office machines desirable (e.g., personal computer, photocopier, fax machine).
• Familiarity with data entry and appropriate software packages preferred.
• Maintains familiarity with university data-entry standards and tests updates to office and university software routines, as requested.

Schedule

8:30 a.m. - 4:30 p.m., 35 hours per week.

Pay

The expected pay rate for this position is between $22.54 - $26.15 per hour. Offers are based on factors such as qualifications, relevant experience, skills, internal equity, and market and organizational considerations.

Benefits

Washington and Lee University offers a generous and comprehensive benefits package designed to support the well-being of employees and their families. To learn more about working at W&L and benefits, visit jobs.wlu.edu.