In conjunction with the Associate Registrar, the Student Records Specialist (SRS) works across departments to coordinate the incoming student process. The SRS also works to coordinate the Student Records Management Policy, and works to ensure and maintain the accuracy of student data. The SRSsupports the Associate Registrar with academic scheduling and the transfer credit policy as needed.
Coordinates the Incoming Student Process:
The SRS works with the Associate Registrar to build incoming schedules for undergraduate, graduate, certificate, and exchange students. The SRS must work closely with Admissions staff (specifically the Transfer Coordinator and the Graduate Admissions staff member), the Continuing Education Certificate Admissions Coordinator, Certificate and Graduate Program Coordinators, the Bursar, OSFA, the Studio Foundation Department, Department Chairs, International Education, and the Academic Resource Center to ensure the incoming student process is successful.
Coordinates the Student Records Management Policy:
The SRS must work closely with the Registrar, the college Archivist, and Registrar front office staff to coordinate student record scanning, filing, archiving, and destruction. The SRS must understand and comply with MA State Record Guidelines for Higher Ed., and AACRAO student record best practices.
Supports Associate Registrar with transfer credit and schedule building:
The SRS will work directly with the Associate Registrar on the Transfer Credit process including, entering transfer credits, managing transfer codes in the Colleague SIS, work with Admissions on transfer processes, and work with department chairs and Academic Affairs on transfer policy (including building transfer equivalencies.) They will also support the Associate Registrar with term schedule building as needed.
Creates and maintains processes and systems to ensure college has accurate student record data:
Working with the Registrar and Associate Registrar, the SRS will help strategize and coordinate with Admissions, Continuing Education, and IT to ensure systems and policies are in place to retrieve and maintain accurate student data (including local addresses, emergency contacts, and SSN #s, etc.…).
Supports front office with day-to-day operations as needed the SRS will cover the front desk supporting the college community, process transcript and enrollment verification requests, answer the phone, respond to voicemail and email, and be available to open and close the office. The SRSwill also need to support college services that occur outside of normal business hours from time to time.
Performs other related duties as assigned.
Promote the University’s commitment to diversity, collegiality, and service excellence by:
• Building effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
• Ensuring optimum service to all internal and external partners in response to all requests for service and information.
• Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.