Academic Records Specialist (Pt)

The mission of The University of Bridgeport is to promote academic excellence, personal responsibility, and commitment to service. Distinctive curricula in an international, culturally diverse supportive learning environment prepare graduates for life and leadership in an increasingly interconnected world.

Position Description Summary/Purpose:

The Academic Records Specialist is responsible for day-to-day front-line operations and delivering high quality customer service in the Office of the Registrar. Specific responsibilities include, but are not limited to, answering and responding to telephone calls, managing and maintain the Registrar's Office email account and calendar; sorting, opening, and distributing mail delivered to the office; preparing and providing hardcopy official transcripts, degree/enrollment verifications, and processing diplomas upon graduation or request; registering students; maintaining data in the student records database and correcting discrepancies; receiving and processing student forms; maintaining office equipment and supplies inventory and submitting orders as requested; monitoring and updating the Registrar's and Parchment portal sites; scanning records and other documents; and researching problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned. Adherence to the Family Education Rights and Privacy Act (FERPA), as amended, and all University policies is essential in ensuring the integrity, accuracy, and confidentiality of all student data. The Academic Records Specialist serves as a member of the Office of the Registrar team and supports overall operations, events, and initiatives as assigned. This is a part-time on campus position located in Bridgeport, Connecticut.

Essential Job Functions/Primary Responsibilities:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Serve as a primary point of contact for inquiries and visitors to the Office of the Registrar and provide exceptional front line customer service.

• Daily, answer and respond to telephone calls, check voicemail, and return calls; manage and maintain the Registrar's Office email account and calendar; sort, open, and distribute mail delivered to the office.

• Develop a working knowledge of FERPA standards, accreditation standards (NECHE), and relevant University policies, practices, and procedures, and apply this knowledge in performing all job functions.

• Maintain strict confidentiality regarding all aspects of the position.

• Use Ellucian Colleague accurately, effectively, and efficiently to perform job duties.

• Coordinate, support, and provide training for Work Study students as needed.

• Receive, distribute, and process all relevant forms quickly and accurately.

• Maintain office equipment and supplies inventory, and place orders as requested.

• Produce academic transcripts and degree/enrollment verification daily.

• Research problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned.

• Perform enrollment actions, including but not limited to adding, dropping, or withdrawing from classes.

• Scan student records and other documents as needed.

• Provide support for students and faculty in the use of student software platforms as requested.

• Monitor and update the Office of the Registrar portal and Parchment sites.

• Conducts all work in a safe manner and all work safety practices are followed.

Other Functions:

• Performs similar or related work as required, directed or as situation dictates.

• Continues professional development and training; keeps current with trends.

• Assists other department staff as needed to promote a team effort.

Knowledge, Ability and Skill:

• Demonstrated commitment to developing and fostering best practices and policies to promote diversity, equity, and inclusion, and build an environment in which all members of the University community are treated with respect and dignity.
• Highly organized with critical focus on detail, accuracy, and efficient workflow.
• Ability to handle confidential and sensitive information appropriately, and to maintain strict confidentiality.
• Excellent oral and written communication skills, strong customer services orientation, and ability to interact with a wide variety of people in a friendly, professional manner.
• Excellent interpersonal and cultural competency skills and demonstrate ability to communicate professionally with diverse constituencies.
• Ability to work effectively under pressure and to meet deadlines.
• Demonstrated ability to multi-task, set priorities, and make sound judgements.
• Demonstrated ability to work independently and as a member of a team.
• Proficient in using Microsoft Office applications.
• Experience using student information systems (e.g., Ellucian Colleague) and other web-based student platforms.
• Excellent work ethic, with reasoning, and critical thinking skills.
• Strong commitment to integrity, excellence, learning, and community.
• Strong commitment to professional development.
• Ability to work evenings and weekends as needed.