Office Coordinator-Academic Records & Services

Job Overview


* The Office Coordinator provides frontline customer service to students, faculty, and staff regarding student records.

This position also assists the department with incoming phone and in-person communication, outgoing communication, general office support, and Commencement event logistics.

This position works collaboratively within the Registrar's Office as part of the Student Progress, Records, and Registration team.


* The Office Coordinator reports to the Associate Registrar.

This Office Coordinator position does not supervise any staff.


* This position supervises student workers.


* This position does not have budgetary management or oversight but does assist with budget tracking, invoicing, and reporting.


* This position is part-time (20 hrs/week), 12 months, and non-exempt.

Will occasionally require some evening and weekend hours.

This position pays $20-$22/hr.

Duties and Responsibilities


* Provide frontline customer service to students, alumni, faculty, and staff via email, phone, and in-person office visits.


* Maintain the Registrar's Office website.


* Assist with outgoing mass email communication to the campus community.


* Hire, manage, and coordinate projects for student workers.

Oversee their work of uploading student records to the document management system.


* Utilize document management system for maintaining student records.

Follow best practices for records retention.


* Assist with Commencement planning logistics.


* Process transcript requests and related inquiries utilizing Parchment software.


* Process individual diploma orders and reorders utilizing Parchment software.


* Process alumni requests for notarization of transcripts and diplomas.


* Process updates to student data (name, address, phone number, etc.).


* Manage office purchasing requests in collaboration with the Registrar.


* Provide assistance to the Associate Registrar or other team members as needed.


* Other duties as assigned.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned.

Professional Qualifications


* Associate degree required; Bachelor's degree preferred.


* Prefer 1 year of experience within an administrative office setting, preferably higher education.


* Working knowledge of Microsoft Office suite is necessary.

Working knowledge of relational databases is desired; Banner preferred.


* Ability to interact professionally and effectively with faculty, students, administrators, and staff.


* Excellent attention to detail.


* Ability to organize and monitor email and data.


* Effective oral and written communication skills.


* Proven self-starter and able to work independently and as part of a team.


* Must be able to handle sensitive, confidential information in a mature, professional manner and be familiar with...