Graduate Assistant - Student Records

Job Title: Graduate Assistant – Student Records

Date: 01/07/2026

Reports to: Academic Records Manager

Department: Student Affairs  

Status: Non-Exempt

Duration: August 2026 - July 2027

General Summary:

The mission of Portage Learning is to transform lives and communities by providing learning opportunities for all who aspire to thrive. We do this not only through superior online instruction, but with a deep commitment to expanding access to education. We believe service is the thread that binds our community and our team together. To that end, we choose to …

• Believe the best in our employees
• Invest in our people
• Collaborate with humility, respect, and appreciation
• Cultivate curiosity and encourage creativity.

As a Graduate Assistant in Student Records, you will assist in the management and maintenance of student and organizational records. You will support various administrative tasks related to data entry, record-keeping, and information management. This graduate assistantship provides an opportunity to gain hands-on experience in maintaining accurate and confidential records, ensuring compliance with organizational policies and procedures. You will collaborate with administrative staff to contribute to the efficiency and effectiveness of the record-keeping process.

Key Responsibilities (Essential Functions):

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function(s).

• Coordinate the movement, storage, retrieval, and security of student records.
• Implement policies and procedures in the management of accurate student records.
• Assist in developing and implementing comprehensive student data file review procedures.
• Prepare missing information reports.
• Maintain student contact information updates. 
• Assist in the process of responding to student documentation requests and electronic transcript requests, as well as mailing official transcripts. 
• Provide support to students, parents, and staff with inquiries related to student records under the guidance of a supervisor.
• Follow guidelines to ensure the confidentiality and security of student information.
• Perform other duties as assigned. 

Knowledge/Skills Required:

• Resolving conflicts and negotiating with others.
• Excellent attention to detail and organizational skills.
• Excellent communication (written, verbal, and listening) skills.
• Ability to multi-task, set priorities and achieve desired goals.
• Ability to use Microsoft Office Suite.
• Must be service oriented with a focus on helping others.

Qualifications (Education Requirements/Experience):

• Currently pursuing a graduate degree in business administration, higher education, or a related field. 
• Successful completion of a background check and current and/or ability to obtain the following clearances: Child Abuse, State Police, FBI Fingerprinting, and Mandated Reporter for Child Abuse.
• Demonstrated agreement with the stated mission, philosophy, values, and goals of Portage Learning.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, projectors, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading.
• May require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk, lift, carry and move light to medium weight. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and learn technical information.
• Light lifting is required. Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.

Position Types and Expected Hours to work:

This is a part-time temporary position. We are looking for assistance during our busiest time of year to support a well-working team. Applicants must be available from August, 2026 through July, 2027. Days and hours of work are typically 15-20 hours per week, Monday to Friday, between 12:00 p.m. to 4:00 p.m. Must be able to work from the office located in Chippewa Township, PA.

Travel:

This job may require occasional travel. Travel is primarily local during the business day.

Other Duties Disclaimer:

This is not an all-inclusive document. Additional duties, expectations, demands, etc. may be added or changed to this document on an as-needed basis in order to meet organizational goals.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.