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Title
Text copied to clipboard!Academic Records Specialist
Description
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We are looking for an Academic Records Specialist to join our educational institution’s administrative team. The Academic Records Specialist is responsible for managing, maintaining, and safeguarding student academic records, ensuring accuracy, confidentiality, and compliance with institutional policies and legal regulations. This role involves processing transcript requests, verifying academic credentials, updating student information, and supporting faculty and staff with record-related inquiries. The ideal candidate will have strong attention to detail, excellent organizational skills, and a commitment to providing high-quality service to students, faculty, and staff. The Academic Records Specialist will also play a key role in implementing and maintaining electronic records management systems, ensuring data integrity, and assisting with audits and reporting. The position requires the ability to handle sensitive information with discretion, communicate effectively with diverse stakeholders, and adapt to changing technologies and processes. This is an excellent opportunity for someone who is passionate about education, data management, and student success.
Responsibilities
Text copied to clipboard!- Maintain and update student academic records in compliance with institutional policies.
- Process transcript requests and verify academic credentials for students and alumni.
- Ensure the accuracy and confidentiality of all academic records.
- Assist faculty, staff, and students with record-related inquiries and issues.
- Implement and maintain electronic records management systems.
- Support audits, reporting, and compliance with legal and accreditation requirements.
- Coordinate with other departments to ensure seamless data flow and record accuracy.
- Train staff on records management procedures and best practices.
- Identify and resolve discrepancies in student records.
- Prepare and distribute official documents such as transcripts and diplomas.
- Stay updated on changes in regulations and institutional policies affecting academic records.
Requirements
Text copied to clipboard!- Associate’s or Bachelor’s degree in education, administration, or related field.
- Experience in records management or educational administration preferred.
- Strong attention to detail and organizational skills.
- Excellent written and verbal communication skills.
- Ability to handle sensitive and confidential information with discretion.
- Proficiency with student information systems and office software.
- Knowledge of FERPA and other relevant privacy regulations.
- Ability to work independently and as part of a team.
- Strong problem-solving and analytical skills.
- Customer service orientation and ability to interact with diverse populations.
Potential interview questions
Text copied to clipboard!- What experience do you have with student records management?
- How do you ensure the accuracy and confidentiality of sensitive information?
- Describe your familiarity with FERPA and other privacy regulations.
- What student information systems have you used in previous roles?
- How do you handle discrepancies or errors in academic records?
- Can you provide an example of a time you improved a records management process?
- How do you prioritize tasks when managing multiple requests?
- Describe your experience working with faculty, staff, and students.
- What steps do you take to stay updated on policy or regulatory changes?
- How do you handle high-pressure situations or tight deadlines?
