The Lifelong Learning & Records Support Specialist is responsible for providing comprehensive academic advising, administrative support, and records management for the School of Lifelong Learning (70%) and administrative/clerical support for the Office of the Registrar (30%). The position ensures efficient office operations, accurate record keeping, and high‑quality service to students, faculty, and staff.
Essential Duties and Responsibilities
A. School of Lifelong Learning (70%)
Academic Advising & Student Success
Provide proactive academic advising and degree planning for Lifelong Learning students.
Monitor student progress and implement early interventions to support persistence.
Maintain accurate advising documentation and communication records.
Administrative & Operational Management
Manage daily office operations, including phones, inquiries, and shared inbox communication.
Maintain confidential student and faculty files (electronic and physical).
Process enrollment verifications, withdrawals, transfer evaluations, and academic petitions.
Assist with internal reporting related to enrollment, persistence, and program outcomes.
Recruitment & Outreach
Collaborate with Admissions, Financial Aid, and Registrar to streamline enrollment processes.
Assist with development and distribution of marketing and recruitment materials.
B. Registrar’s Office Administrative Support (30%)
Clerical & Records Support
Perform clerical duties including filing, data entry, copying, scanning, and document preparation.
Process enrollment verification letters, reports, and other Registrar‑requested documents.
Maintain and organize student records in compliance with FERPA.
Office Coordination
Sort and distribute mail; maintain office supply inventory.
Coordinate meetings, prepare agendas, and assist with travel arrangements.
Manage student assistants and scheduling to ensure adequate office coverage.
Assist with vendor communications under supervision.
Perform additional duties as assigned by the Assistant Registrar and/or Registrar.
Required Qualifications
Bachelor’s degree from an accredited institution
2–5 years of experience in academic advising, student services, registrar operations, or related higher education roles
Strong organizational skills and ability to manage multiple detailed tasks
Excellent written and verbal communication skills
Demonstrated professionalism, confidentiality, and customer service excellence
Proficiency in Microsoft Office, Google Workspace, Zoom, DocuSign, and willingness to learn additional software
Ability to type at least 40 wpm
Experience with Student Information Systems preferred