Academic Records Specialist

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This position is key to the maintenance of Simpson University’s academic records. The Academic Records Specialist is responsible for the transfer credit evaluation process, maintains the Colleague Degree Audit system, audits graduation agreement files, verifies accuracy of transcripts, and performs miscellaneous and varied tasks that support the record keeping and daily activities of the Registrar’s office, as well as coordinating all the functions related to each graduation ceremony.

• Bachelor’s degree required
• Minimum one year experience working with students in an academic setting, preferably in a Registrar’s Office, Advising Center or related student support office.
• Knowledge of and experience handling official student records
• Proficiency in institutional database applications (e.g. Colleague, Web Advisor, etc.) and willingness and aptitude to learn other data management programs adopted by the University, as needed
• Proficiency in Microsoft Office applications
• Ability to maintain confidentiality of information, data, and records
• Ability to effectively manage multiple priorities and deadlines
• Knowledge of the Family Educational Rights and Privacy Act (FERPA)
• Ability to work effectively within a team and with other departments of the University

• Personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing and engaging in conversations about Christ
• Demonstrate Simpson University Values in the performance of all duties
• Maintain lifestyle in accordance with Simpson University Lifestyle Policy in Staff Handbook
• Maintain the confidentiality of information, data, and records. Properly use tact, diplomacy, discretion, and judgment
• Demonstrate strong customer service skills in the performance of job duties
• Demonstrate good organizational and communication skills in the performance of job duties
• Supervises employees in accordance with Simpson University policies and procedures (for supervisory positions)
• Support the overflow needs of other departments within the respective university area
• Perform other duties in accordance with this position as deemed necessary by the immediate supervisor

• Review and assign equivalencies for external courses using faculty-approved rationale; consult faculty for input when necessary
• Oversee the evaluation of transfer credits and the posting of standardized test scores (e.g., CLEP, AP, IB)
• Ensure the accuracy of student academic records, including transferring data from legacy systems (CMS) to Colleague
• Maintain and help develop articulation agreements with other institutions
• Assist in preparing credit evaluation worksheets and four-year academic plans
• Assess student records each term to determine academic standing and dean’s list eligibility; notify relevant staff and faculty
• Administer the degree conferral process at the end of each semester and update student records accordingly
• Review graduation agreement files, identify unmet requirements, and advise students in collaboration with faculty or program staff
• Handle special transcript requests and report data conversion issues to the IT department
• Manage the electronic degree audit system, including annual updates and program substitutions
• Act as a Designated School Official (DSO) for immigration-related responsibilities
• Advise international students on federal visa regulations and compliance requirements
• Support transfer students by facilitating their transition through the articulation process
• Share accurate and current articulation information with students, staff, departments, and partner institutions
• Monitor articulation processes and follow up with departments and faculty to ensure timely decisions
• Update and maintain articulation data; provide annual summaries of curricular changes related to transfer students
• Manage databases related to articulation, including TES and ASSIST
• Initiate faculty-approved articulation agreements with other colleges and universities
• Represent and communicate the curriculum…