Entry Level Records Coordinator Jobs

Job Description

Fairfield University seeks an Assistant Registrar, Transfer Credit and Records. The Assistant Registrar, Transfer Credit and Records supports the daily operations of the Registrar’s Office by processing, maintaining, and evaluating academic records with a specific focus on transfer credits and study abroad grading, maintaining student academic records, and ensuring the accuracy and integrity of data. This role plays a vital part in delivering excellent service to students, alumni, faculty, and external agencies, upholding institutional standards, and supporting compliance with university policies and federal regulations (e.g., FERPA). Reporting to the Associate Registrar, Curriculum and Conferral the Assistant Registrar, Transfer Credit and Records will be the primary liaison to students requesting transfer credit assessment, study abroad registration, program of study changes, and record updates within the Office of the University Registrar.

Relationships

Reports to: Associate Registrar, Curriculum and Conferral
Staff: Student Workers
Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators and Operations Assistants; Faculty; Students; Directors; Director of Global Fairfield, Information Technology Services, Director of Marketing & Communication; Director of Institutional Research; Bursar; Director of Financial Aid
External Contacts: Vendors; State and Federal Agencies; Regional and National Associations; Parents

Responsibilities

Transfer Credit Processing and Records Management:

- Evaluate incoming transcripts from other institutions for transfer credit eligibility using established institutional policies and articulation agreements.
- Enter transfer credit into the student information system (SIS) accurately and in a timely manner.
- Communicate with students and academic departments regarding transfer credit evaluations and articulation processes.
- Maintain accurate and secure student records, including transcript data, academic history, and degree progress reports.
- Process transcript requests, enrollment verifications, and other official documentation.
- Support degree audit processes and assist with graduation clearance tasks.
- Respond to student, faculty, and staff inquiries regarding academic policies, deadlines, and procedures.

Student Academic Record And Office Responsibilities

- Collaborate with the Registrar’s team to ensure consistent data entry and timely updates in the Student Information System (e.g., Workday).
- Provide clerical and administrative support to the Office of the Registrar, including scanning, filing, data entry, and managing sensitive student documentation.
- Process all business processes through our student information system including maintenance and update to student records for personal information, address updates, and student attributes.
- Maintain and verify demographic information as needed.
- Process course substitutions, waivers, and revisions to anticipated completion dates.
- Process AP credits, course drops, withdrawals, and other various ad hoc requests from departments on campus.
- Maintain degree audits, including creating and updating academic programs of study for majors, minors and concentrations.
- Assist with all in-person inquiries.
- Provide office support responding to and route e-mail and voicemail coming into department email account, answering phones, tracking e-mail volume and responding promptly to helpdesk tickets.
- Assist in supervising and training student workers.

Data Management, Registration And Reporting

- Assists with maintenance of student academic records; security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
- Assists with maintenance of databases and systems for tracking degree progress, student enrollment, and graduation status.
- Provide accurate data to internal and external stakeholders, including accreditation bodies, state agencies, and institutional leadership.
- Assists with Incoming First Year Orientation and Registration.
- Assists with Registrar-related activities for Bellarmine Associate’s Degree students.
- Assists with commencement preparation and activities as assigned.
- Work closely with Information Technology Services (ITS) on projects, ticket management processes, and training.

Development And Compliance

- Monitor and ensure compliance with university, state, and federal regulations regarding academic records.
- Stay current with changes in higher education laws and policies that impact academic records.
- Provide reports on academic records as requested.
- Participate in implementing innovative products/systems that streamline and improve new and current SIS processes and procedures related to various work areas in office and across campus.
- Participate in professional development opportunities (classes, workshops, conferences, etc.) related to job duties and office needs.
- Collaboration with campus partners to define needs, set priorities, and implement effective administrative practices through systems and business operations.
- Work to streamline, improve and document all new and current SIS processes and procedures related to the functional area.
- Represent the organization on meetings if requested and attends University events as required.
- Assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
- Organize and lead staff meetings to address ongoing issues, process improvements, and operational concerns.
- Performs miscellaneous job-related duties as assigned.

Knowledge, Skills And Abilities Required

- Foster a collaborative environment and ensure staff have the resources needed to effectively perform their roles.
- Strong interpersonal and communication skills, both orally and in writing.
- The ability to work effectively with a wide range of constituencies in a diverse community.
- Ability to gather data, compile information, and prepare reports.
- Troubleshoot technical issues with faculty and staff for a variety of student-related systems; when necessary, coordinate with campus partners and third-party vendors.
- Knowledge of the rules, regulations, and laws regarding student records; scheduling and curriculum policies including FERPA regulations.
- Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
- Ability to identify, prioritize, analyze and provide solutions to problems.
- Ability to use project management skills to see priorities through to completion.
- Ability to maintain confidentiality of records and information.
- Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
- Ability to foster a cooperative work environment.

Minimum Education And/or Work Experience

Bachelor’s degree in related field required. At least two or more years of related experience in higher education.

Computer Skills

- Experience with Student Information Systems - Workday (including query writing) preferred.
- Experience with credentialing and transcript software like Parchment or other related systems.
- Experience With DocFinity Or Other Document Management Software.
- Advanced Proficiency with MS Office Suite, Internet and email applications.
- Experience with ticketing systems.
- Experience with remote meeting products (Zoom, Teams, WebEx, Slack, etc.).

The anticipated salary range for this position is $65,550-$70,550. Factors that may affect starting pay within this range may include market benchmarks, internal equity, and the candidate’s skills, experience, and other qualifications.

Category

Academic - Admin

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice. All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Eligible employees may receive health, dental, retirement, paid time off, tuition benefits, and other benefits according to institutional policy.

Load your Resume/CV first. You can also upload your cover letter and supporting documents (e.g., references, transcripts) during the application. On the bottom of the third page (Work Experience/My Experience) use Attachments to add your cover letter and other supporting documents. You may upload up to 10 additional documents in this section. After you submit, you can add or update attachments anytime via Candidate Home > My Applications > [Job] > Attachments > Upload. Note: some application fields may be locked after submission. Faculty Positions: If you need to provide more than 10 documents, please combine files where possible or email the additional materials to the faculty contact listed in the job description. Staff Positions: If you need to provide more than 10 documents, please combine files where possible or email the additional materials to hr@fairfield.edu.