Student Records Specialist

GIA is the world’s foremost authority in gemology, with headquarters in Carlsbad, CA. The Carlsbad campus spans 17 acres with ocean views and houses approximately 800 of GIA’s 3,400 global employees.

About the role

The Student Records Specialist maintains the accuracy, integrity, and confidentiality of student academic records throughout the student lifecycle—from enrollment through graduation. This role administers registration, academic record maintenance, transcripts, graduation audits, credential issuance, and regulatory reporting, ensuring compliance with institutional policies, accreditation standards, FERPA, SEVIS, and applicable regulations. The position supports student success and the Institute’s educational mission through accurate records administration and cross-functional collaboration.

Responsibilities

• Review and process admissions applications, verifying applicant eligibility, completeness of required documentation, and compliance with institutional admission requirements.
• Administer online and live proctoring processes, including student setup and support, approval of live proctors, review of proctoring submissions, troubleshooting issues, and authorization of final exam results for grade posting.
• Respond to student, faculty, and staff inquiries regarding records, registration, academic policies, and student status, providing accurate, timely, and professional service.
• Process official transcripts, enrollment verifications, graduation audits, and academic credential issuance, including honors designation verification.
• Process enrollments, course registrations, student status changes, and other records transactions in accordance with institutional policies, regulatory requirements, and established procedures while ensuring appropriate stakeholder communication.
• Maintain accurate and complete student records through data entry, document management, records retention, and timely transfer of documentation from Salesforce, DocuSign, and other systems into Jenzabar One (J1).
• Conduct regular audits of student records to ensure data integrity, completeness, and compliance with institutional, accreditation, and regulatory requirements.
• Record and post grades, process records-related forms, and provide administrative support to the Student Records department and other institutional departments as needed.
• Support SEVIS compliance and reporting activities, including Form I-20 issuance and updates, enrollment monitoring, and required reporting obligations.
• Safeguard student information by maintaining confidentiality and ensuring compliance with FERPA, institutional policies, and applicable privacy regulations.
• Perform other duties as assigned.

Skills

• Exceptional attention to detail and accuracy in maintaining records and ensuring data integrity.
• Effective verbal and written communication, with the ability to explain policies, procedures, and complex information clearly and professionally.
• High-quality customer service through strong interpersonal, active listening, and relationship-building skills.
• Collaboration across departments to support institutional goals and student success.
• Sound judgment and problem-solving skills to identify issues, determine appropriate actions, and escalate matters when necessary.
• Strong organizational and time management skills while managing competing priorities and deadlines.
• Proficiency in Microsoft Office Suite and experience with Student Information Systems (SIS), CRM platforms, Learning Management Systems (LMS), and electronic document management systems.
• Adaptability to changing priorities, processes, and business needs in a fast-paced environment.
• Accountability, initiative, and independent decision-making within established guidelines.
• Professional conflict resolution while maintaining positive and productive working relationships.
• Highest standards of confidentiality, professionalism, and respect for diverse backgrounds and perspectives.
• Commitment to student success through responsive, accurate, and solution-oriented service.

Requirements

• High school diploma or equivalent required; associate degree or bachelor’s degree preferred.
• Three to five years of experience in student records, registrar services, higher education administration, or a related field; or an equivalent combination of education and experience.
• Experience working with Student Information Systems (SIS), document management systems, and Microsoft Office applications.
• Experience with Jenzabar One (J1), Salesforce CRM, or similar student information and customer relationship management systems preferred.
• Knowledge of FERPA and experience managing confidential student records required.
• Knowledge of accreditation standards, SEVIS regulations, and other higher education compliance requirements preferred.
• Demonstrated ability to interpret, apply, and communicate institutional policies, procedures, and regulatory requirements accurately and consistently.
• Position is primarily onsite and requires regular in-office attendance five days per week.
• Ability to work occasional extended hours as needed to meet business and operational deadlines.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.

Benefits

• Competitive medical, dental, and vision plans.
• Matching 401-K plan.
• Paid vacation, sick leave, and holidays.
• Tuition assistance.
• Commuter benefits.
• On-site café offering affordable custom breakfast and lunch meals and Starbucks drinks.
• Eco-friendly services, including electric vehicle charging stations on-site.
• Ergonomic assessments offered on-site and virtually.

Pay

$20.23–$28.00 an hour.

Schedule

Primarily onsite, requiring regular in-office attendance five days per week.