Registrar's Office -Senior Records Coordinator

Senior Records Coordinator

Department: Registrar's Office
Reports To: Registrar
Classification: Full-Time, Non-Exempt

 

The Senior Records Coordinator is responsible for the accurate maintenance and processing of student academic records and provides operational and technical support for the Registrar's Office. This position performs complex records functions, assists with registration and graduation processes, evaluates routine transfer credit, supports institutional reporting, maintains Registrar-related technology resources, and serves as a resource to students, faculty, and staff regarding academic policies and procedures.

The Senior Records Coordinator is expected to provide exceptional customer service while ensuring compliance with College policies and federal regulations, including the Family Educational Rights and Privacy Act (FERPA).

• Maintain the accuracy, integrity, confidentiality, and security of student academic records.


• Process student record transactions, including major and minor declarations, curriculum changes, academic standing updates, grade changes, withdrawals, and leaves of absence.


• Assist with course registration, schedule adjustments, and enrollment verification.


• Process transcript requests and enrollment certifications.


• Assist with degree audits, graduation certification, degree conferral, diploma orders, and commencement activities.


• Evaluate routine transfer credit and assist with maintaining accurate transfer credit records.


• Assist with academic calendar updates, registration preparation, and implementation of approved curriculum changes.


• Prepare routine reports and maintain Registrar's Office documentation.


• Assist with institutional reporting to the National Student Clearinghouse, IPEDS, NYSED, and other federal, state, and regulatory agencies, as assigned.


• Support data validation, reconciliation, and quality assurance for internal and external reporting.


• Maintain and update Registrar's Office webpages to ensure information provided to students, faculty, and staff is accurate and current.


• Assist with the maintenance, testing, and support of College software applications utilized by the Registrar's Office, including student information systems, degree audit software, scheduling systems, and related technologies.


• Participate in system testing, software upgrades, and implementation of new Registrar technologies and processes.


• Serve as a resource to students, faculty, and staff regarding academic records, registration, graduation, and related College policies and procedures.


• Perform other duties as assigned.

• Bachelor's degree required.


• Minimum of three years of progressively responsible experience in a Registrar's Office, student records, or higher education administration.


• Working knowledge of FERPA and student records management.


• Experience using a Student Information System such as Jenzabar, Banner, Colleague, PeopleSoft, or a similar system.


• Advanced proficiency in Microsoft Excel and Microsoft Office applications.


• Strong technical aptitude with the ability to learn and support higher education software applications.


• Excellent organizational, analytical, and customer service skills.


• Strong written and verbal communication skills.


• Demonstrated attention to detail and accuracy.


• Ability to manage multiple priorities in a fast-paced environment.

• Master's degree.


• Five or more years of Registrar's Office experience.


• Experience with degree audit systems and transfer credit evaluation.


• Experience supporting graduation processing and commencement activities.


• Experience with National Student Clearinghouse, IPEDS, NYSED, and other governmental or accreditation reporting.


• Experience maintaining website content using a Content Management System (CMS).


• Experience participating in software implementation, testing, or system administration projects.

• Knowledge of higher education academic records, registration, graduation, and transfer credit processes.


• Knowledge of federal and state reporting requirements affecting student records.


• Ability to interpret and apply institutional policies and FERPA regulations.


• Strong technical, analytical, and problem-solving skills.


• Ability to analyze data, identify discrepancies, and ensure data integrity.


• Ability to maintain confidentiality and exercise sound judgment.


• Excellent customer service and interpersonal skills.


• Ability to work collaboratively with faculty, staff, students, vendors, and external agencies.


• Ability to adapt to changing technologies and continuously improve business processes.

• Standard office environment.


• Ability to sit for extended periods and operate standard office equipment.


• Occasional evening or weekend work may be required during peak registration, reporting, graduation, and commencement periods.