The Academic Records Specialist works as part of a team from the Office of the Registrar whose primary purpose is to provide policy interpretation and application for registration to students, staff, and faculty in a university wide initiative to increase retention and graduation. Primary responsibilities include records management for an alpha-split caseload of students, in addition to specialty duties from one or more of the following areas: Degree Audit (Degree Works) scribing, Athletic Compliance, Transfer Articulation, Campus Training, Communications, Student Workers supervision, and NSC Reporting. Academic Records Specialists are cross trained in multiple specialty areas.
Specific Duties and Responsibilities
Maintain thorough understanding of the Academic Affairs section of the catalog to assist faculty, staff and students with policy interpretation and application to move students through to graduation.
Monitor and recommend changes to policies to ensure the University is following best practices of the industry.
Assist advisors and students with policies regarding degree progress toward graduation.
Program academic petitions or course substitutions in Degree Works for degree completion.
Determine and articulate transfer course equivalencies.
Make recommendations for course substitutions for transfer students.
Degree conferral for graduates and follow through with students who do not qualify to graduate
Athletic continuing eligibility - NCAA Division II compliance.
Enrollment and registration guidance and/or resolution to outstanding issues including advising on policy considerations such as course repeating, academic bankruptcy, GPA resolution, and pre-requisite.
Process requests for special letters (enrollments, deferments, pre-enrollments, court requests).
Coordinate Academic Suspension appeals with college deans.
Serve on review board for Academic Bankruptcy appeals.
FERPA and NCAA compliance knowledge and application
Contribute to the overall effectiveness and accuracy of the department by creating SharePoint reports with IT to monitor our processes.
Create and conduct training programs for FERPA, Master Advising, and Degree Audit.
Coordinate with Registrar to update departmental website, office forms, departmental training guides, and communications.
Serve as the registrar representative for institution wide committees as assigned.
Submit periodic reports to the National Student Clearing House Reporting and address any errors required.
Performs other related duties as required.
Education, Experience, and Licenses
A bachelor's degree from an accredited institution required.
One-year experience in higher education records management or related experience preferred.
Proficiency with Microsoft Office suite, email, web browsers, other technologies required
Experience with Student Information Systems (SIS-Banner) and document imaging systems, preferred.
Knowledge of rules and regulations of the NCAA, Division II athletic programs, FERPA, MDHE Transfer Articulation preferred.
Must have a valid Driver's License and the ability to meet the University's insurance requirements for driving university vehicles.
Knowledge, Skills, and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to read, analyze, and interpret complex documents.
Ability to respond effectively to sensitive inquiries or complaints.
Ability to maintain high ethical standards, adhere to FERPA standards, and maintain appropriate confidentiality with work-related and personnel information, and decisions.
Ability to write using original or innovative techniques or style using proper grammar.
Ability to train or present on complex topics to students, faculty, staff, and public groups.
Ability to apply mathematical or programming concepts in various situations.
Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with a variety of abstract and concrete variables.
Ability to be respectful and interact positively with individuals of diverse backgrounds and experiences.
Ability to effectively manage and endure the demands/pressures of work assignments and adjusts accordingly.
Ability to use logic, critical-thinking, rationality, objectivity, and common sense to solve complex problems, with minimal supervision.
Ability to be objective, fair, and consistent in applying rules, regulations, and exceptions.
Physical Demands/Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear (including the use of a telephone); conduct meetings for coursework and other activities both in-person and on-line; and conduct classes in a traditional classroom setting. The employee frequently is required to stand and walk. The employee is occasionally required to sit; use hands to finger, handle, or feel (including the use of a computer keyboard); reach with hands and arms; and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The noise level in the work environment is usually moderate.
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.
Missouri Southern State University is a four year liberal arts public institution serving more than 5,000 students in over 140 academic programs offering undergraduate and graduate degrees. Internationally-focused semesters and enriching cultural events in theatre, art, music and film create an engaging learning environment for students and citizens of the region. MSSU is located in Joplin, MO, which is considered to be the Crossroads of America, and serves as the commercial hub for the four states area. Joplin is a resilient and vibrant city with a population of over 50,000 serving a metropolitan statistical area of 208,000. There is quick and easy access to Northwest Arkansas, Kansas City, and Tulsa, as well as numerous outdoor activities and attractions throughout the Ozarks.