Record Specialist

Overview

Columbia Southern University
Job Description
Job Title: Records Specialist I
Department: Office of the Registrar
Reports to: Supervisor
FLSA: Non-Exempt
Hours: Monday through Thursday 8:00 AM to 5:00 PM and Friday 8:00 AM to 3:00 PM (extended hours when requested)
Location: On-site

The Records Specialist I is responsible for accuracy and maintenance of all student records in compliance with State and Federal law, including FERPA, while providing reliable academic and policy-driven service to students, faculty and staff.

• Researches policy to provide sound decisions and definitive judgments in keeping with standard record keeping practices.
• Monitors academic progress and coordinates all administrative support to academic programs via student requests.
• Prepares official letters and emails informing students of status changes and all other official correspondence pertaining to student records.
• Maintains FERPA compliance while conducting all assigned duties, including Education Verification and Data Processing.
• Accurately records, posts, and monitors multiple reports to maintain up-to-date and accurate student records.
• Follows up and responds effectively to inquiries and requests via phone rotation, email, and live chat.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge

• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Academic Processes - Knowledge of university guidelines, course descriptions, and academic terminology
• Clerical - Knowledge of office administrative procedures including word processing, managing files and records, typing, and other office procedures
• Computer - Knowledge of basic computer processes including word processing, web browsing, and Microsoft Office including Basic Microsoft Excel

Skills

• Critical Thinking - Uses logic and reasoning to look at different types of information in order to make conclusions and work through problems
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents
• Research - Locates key facts and information in order to learn more about different types of information
• Interpersonal Skills - Communicates and interacts with people effectively while being aware of social perceptions
• Time Management - Manages one’s own time to accomplish assigned tasks
• Attention to Detail - Thoroughness and accuracy when accomplishing a task ensuring all aspects are reviewed

Abilities

• Written Comprehension - The ability to read and understand information and ideas presented in writing
• Written Expression - The ability to communicate information and ideas in writing so others will understand
• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences
• Oral Expression - The ability to communicate information and ideas in speaking so others will understand
• Selective Attention (Vigilance) - The ability to concentrate on a task over a period of time without being distracted

High school diploma or general education degree (GED); and one (1) to three (3) months related experience and/or training.

• Office equipment including computers, telephones, printers, faxes, and copiers.
• Software use includes Microsoft Word, Excel, Outlook, Blackboard, and internal database software

Works primarily within a climate controlled environment within a cubicle setting mostly sedentary with frequent sitting, occasional walking and lifting, and frequent near vision use for reading and computer use. Noise level is generally moderate.

There are no supervisory responsibilities for this position.