Job Details

Southern Methodist University
  • Position Number: 4592131
  • Location: Dallas, TX
  • Position Type: Academic Vice Presidents and Provosts

Academic Records Counselor

Hourly Range:

$20.52 per hour

About SMU

SMU's more than 12,000 diverse, high-achieving students come from all 50 states and 80 countries to take advantage of the University's small classes, hands-on research opportunities, leadership development, community service, international study and innovative programs. The University offers a strong foundation in the humanities and sciences and undergraduate, graduate and professional degree programs through eight schools.

Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. The University's entrepreneurial spirit lives in people from every academic discipline who see opportunities to create something new in the world - and work hard to bring their innovations to life. SMU's relationship with Dallas - the dynamic center of one of the nation's fastest-growing regions - offers unique learning, research, social and career opportunities that provide a launch pad for our students, faculty and alumni to make a global impact. On the most beautiful college campus in the country, SMU Mustangs are energized by unbridled opportunities - from teaching, learning and research to creativity, performance and athletic endeavor.

About the Position:

This role is an on-campus, in-person position.

The Academic Records Counselor is responsible for maintaining academic records including: processing grade changes, test credits (AP, IB, and SMU Departmental Examination); all transfer coursework; interpreting and following policy related to academic records when processing transfer records, degree & diploma records processing; counseling students with regard to their academic records; researching, evaluating and processing incoming requests for SMU transcripts and enrollment verifications; maintaining students' degree records and diploma tracking/ordering for designated schools. Counselor works closely with academic records offices and students to apply policies and implement procedures within those policies. This position contributes to the Registrar's Office efforts to support the Provost's goal of implementing and supporting inclusive excellence initiatives to be true to our belief that every Mustang is valued'.

Essential Functions:

  • Process grade changes, academic suspension/dismissals, Academic Forgiveness, pass/fail agreements, grade replacement repeats and grade average repeated courses, third party request forms, and Advanced Placement credits. Maintain and interpret transcript notes on student academic records. Interpret academic records and policies for students, faculty, academic dean/department staff, and alumni.

  • Manage transfer caseload by processing external transfer credits for prospective, continuing, and readmitted students with Intelligent Capture and manual data entry. Verify transfer credit entries, maintain transfer records, and follow-up with academic schools as needed. Input preliminary transfer credit evaluations for the academic departments and manage e-transfer workflow. Run transfer reports.

  • Verify all transcripts are received for matriculated transfer students and prepare all transfer items to be imaged. Process TC unit adjustments, academic forgiveness, and petitions. Correspond with transfer organizations, Admissions, academic departments, and students. Apply Transcript/Enrollment holds to student accounts who have not submitted official transcripts.

  • Process incoming transcript requests from the National Student Clearinghouse website. Prepare and/or distribute transcript and certification requests and follow-up with customers as needed. Check and verify accuracy of student records for transcripts and request changes as appropriate.

  • Maintain degree and diploma tracking for designated schools. Provide support and maintain positive working-relationships with Degree Counselors from the designated schools. Updating the students' records in my.SMU for the majors/concentrations, minors, honors, graduation terms, ceremony selections, and Degree/Diploma names.

  • Process diploma orders received through SMU RO MarketPlace and placing orders on the DiploMatic ordering system. Coordinating with the Diploma Manager when the DiploMatic ordering system needs to be updated with graduation terms that are not currently set up in the system. Coordinating with the Diploma Manager with special order instructions for expedited processing and delivery. Process diploma or transcript requests to be Apostilled by the Texas Secretary of State Office.

  • Monitor the DESROTransfer email account for incoming requests from students, staff, faculty, and outside organizations and process requests in a timely manner or seek additional assistance. Monitor the DESROAR email account, as needed, when the manager is out of office. Process and image requests/emails when required. Forward documents to appropriate queues for processing.

  • Provide support to the various departments within the Registrar's Office as needed: Academic Records, Degree/Diploma Processing, Transfer/Transitioning. When required, using email, phone, fax, and face-to-face contact in communicating with students, parents, staff, faculty, and other schools and/or organizations outside of SMU. Assist the Enrollment Services Call Center with requests from customers requiring special assistance.
  • Serve as part of the Academic Ceremonies team. Attend all division and team meetings. Attend staff development and training activities as appropriate. Support other Registrar and Enrollment Services programs as requested. Maintain a positive relationship with Campus community.


Education and Experience:

A high school diploma or equivalent s is required. Candidate with Bachelor's degree is preferred.

A minimum of two (2) years of experience is required.

Candidate with experience with an institution of Higher Education is preferred.

Knowledge, Skills and Abilities:

Candidate must demonstrate to be self-directed and team orientated. Working experience with student, patient or client records is preferred. Candidate must demonstrate proficiency in data entry, MS Word, and MS Excel. Knowledge of/or experience in PeopleSoft is a plus. Candidate must also possess the ability to quickly learn new computer applications and adjust quickly to new procedures.

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills.

Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills.

Responsibilities require working on three weekends and four evenings per year for University ceremonies. Other extended hours as needed by workload and project.

Physical and Environmental Demands:
  • Sit for long periods of time

Deadline to Apply:

Open until filled.

Priority consideration may be given to submissions received by October 3, 2023.

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601,


SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.

Primary Location: USA-TX-Dallas

Job: Student Services

Organization: Division of Enrollment Services

Schedule: Regular

Shift: Staff

Employee Status: Entry Level

Job Type: Full-time

Job Level: Day Job

Travel: Yes, 25 % of the Time

Job Posting: Sep 12, 2023, 9:23:53 PM

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