Job Details

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Western University of Health Sciences
  • Position Number: 5139385
  • Location: Pomona, CA
  • Position Type: Academic Vice Presidents and Provosts

Academic Records Specialist II

Posting Number: S01452
Position Status: Full time
Campus: Western University Campus-Pomona, CA
Department: 4007-Registrar

Function: University Student Affairs
Family: Electronic Data Services
Classification Series Title: Academic Records Specialist

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: $22.60
Maximum $22.92

Expected Pay Scale
Minimum: $22.60
Maximum: $22.92

Job Summary
Reporting to the University Registrar, the position of Academic Records Specialist II supports the multiple functions of the Office of the Registrar by certifying enrollment, course load, degree progress, and degree conferrals for internal and external constituents. Processes all electronic enrollment and degree verifications as well as WICHE certifications. Assists in the processing of transcript/class rank requests in an accurate and efficient manner. Develops and distributes basic student data reports as needed. Processes transcript notations, including, but not limited to, Dean's List, academic and conduct probation, prior credit waivers, and transfer credit. Processes and transmits electronic residency application documents upon request. Provides front-line services for the Office of the Registrar by assisting with the office's day-to-day operations and providing excellent customer service through problem resolution and outreach for a wide audience.

Knowledge, Skills and Abilities
Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Excellent communication skills. Ability to interact effectively with administration, faculty, staff, and outside contacts.

2. Good computer skills necessary in order to set up document formats in Microsoft Office Suite (Access, Excel, PowerPoint, Word, Outlook) and Banner preferred, and any other software program required by this position. Understanding of relational databases.

3. Organizational skills necessary in prioritizing workload and delegating responsibility.

4. Ability to make independent judgments/decisions.

Required Qualifications
1. Education: Any combination of education and/or experience equivalent to an Associates Degree that provides the required knowledge, skills and abilities. High School Diploma required.

2. Experience: 2-3 years clerical or office administration experience. Experience in a University and/or Registrar Office required

Preferred Qualifications

Posting Date: 03/27/2024
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties
Essential Job Duties

Job Duties
Certifies enrollments, course loads, degree progress and degree conferrals with accuracy and confidentiality. Responsible for issuing all other types of certifications to external entities. Processes all electronic student and alumni enrollment and degree verifications and WICHE certifications

Percentage Of Time

Job Duties
Assists with processing student and alumni transcript, class rank requests, letters of good standing, and other related documentation as requested.

Percentage Of Time

Job Duties
Serves as departments FERPA Training coordinator, creates and assigns FERPA training to new employees and WesternU students on a regular basis. Assists University Registrar with

Percentage Of Time

Job Duties
- Responsible for processing and transmitting electronic residency application service (ERAS) documents for a specific population of students.

Percentage Of Time

Job Duties
- Assists with preparation for Commencement and Convocation. Provides assistance on site at both Commencement and Convocation. Other duties as assigned by University Registrar.

Percentage Of Time

Job Duties
- Develops and distributes basic student data reports as needed. Provides class and photo rosters to internal departments at beginning of each academic term. Provides GPA/academic status reports as requested to internal departments as requested.

Percentage Of Time

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties are normally performed in a typical office setting. The noise level in this setting is usually loud due to the proximity of office machines and heavy office traffic.

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