Student Records Representative

Reporting to the 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 manages the Registrar’s Office’s shared electronic inbox, ensuring timely review, processing, and resolution of records-related requests, inquiries, and transactions. The position maintains accurate student records, assists with administrative processes, and delivers high-quality customer service while ensuring compliance with University policies, procedures, and confidentiality standards.

Responsibilities

• 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.

Requirements

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

Preferred Qualifications

• Previous work experience in a higher education environment.

Schedule

May require occasional work on weekends and evenings.