Job Details

Academic Records Specialist I
Go to our website »

Position Number: 5106977
Location: Pomona, CA
Position Type: Registrars

Academic Records Specialist I

Posting Number: S01445
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: $18.00
Maximum $20.63

Expected Pay Scale
Minimum: $18.00
Maximum: $20.63

Job Summary
Under the direction of the University Registrar, the Academic Records Specialist I is responsible for maintaining student records, coordinating documenting imaging and assisting with Commencement and Convocation related activities. This position 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. Strong written communication, verbal communication and interpersonal skills that enable the employee to interact effectively with administration, faculty, staff and students.2. Excellent computer skills enabling employee to make changes to html code, utilize various web editing tools and set up documents in Word, Excel, Access, Outlook, Publisher and any other software program required for this position. Knowledge of Ellucian Banner preferred.3. Ability to prioritize and successfully complete multiple duties while paying close attention to detail.4. Skilled in making decisions with sound judgment.

Required Qualifications
Required Qualifications

1. Education: Any combination of education and/or experience equivalent to an Associates degree that provides the required knowledge, skills, and abilities

2. Experience: One to three years clerical or office administration experience. Experience in a University and/or Registrar Office setting preferred.

3. Computer Skills: Excellent computer skills enabling employee to make changes to html code, utilize various web editing tools and set up documents in Word, Excel, Access, Outlook, Publisher and any other software program required for this position. Knowledge of Ellucian Banner preferred

Preferred Qualifications

Posting Date: 03/14/2024
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties

Essential Job Duties

Job Duties

- Assists both on and off campus constituents with initial inquiries in person, on the phone and via e-mail. Actively listens to, interprets and analyzes requests; using sound judgment to determine appropriate solutions. A strong working knowledge of the Registrars office, overall University policy and University organizational structure is mandatory to assist or refer out students as necessary. Responsible for reviewing and maintaining the Office of the Registrar inbox and voicemail box.

Percentage Of Time
50%

Job Duties

- Maintains and updates student record information with attention to accuracy. Data entry precision and extensive knowledge of University and federal policies required. Must have the ability to recognize and address inconsistencies. Processes all student and alumni transcript/class rank requests in an accurate and efficient manner. Updates student records to reflect Deans List, prior credit waivers, and transfer credit.

Percentage Of Time
20%

Job Duties

- Coordinates all document imaging, including migration of archived records from paper files to Banner Document Management (BDM). Understands complex workflows and document type cataloging system. Monitors and reviews for accuracy.

Percentage Of Time
5%

Job Duties

-Responsible for processing and transmitting electronic residency application service documents for a specific population of students.

Percentage Of Time
5%

Job Duties

- Cross-trains with other members of the Registrars Office team and provides back-up support when required. Responsible for scheduling of second floor conference room. Responsible for creation of Registrars Office Staff Meeting agendas and minutes.

Percentage Of Time
10%

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
10%

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 available to enable individuals with disabilities to perform the essential functions.

To apply, visit https://jobs.westernu.edu/postings/28854