Academic Advice, Administrative Management, Administrative Skills, Communication Skills, Customer Support/Service, Documentation, Early Intervention, Family Educational Rights and Privacy Act (FERPA), Financial Aid, Higher Education, Information Technology & Information Systems, Inventory Management, Mail Processing, Marketing, Microsoft Office, Multitasking, Operations Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Process Development, Record Keeping, Records Management, Registrar, School Management, Student Services, Travel Planning, Writing Skills
osition Summary
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
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