Records Specialist

Job Title: Records Specialist

Department: Office of the Registrar

Reports to: Associate Registrar

Status: Full-Time, Benefit Eligible

Rate: $17.00 - $17.25

Location: Lisle Campus

Position Summary: TheRecords Specialist serves as front-line representative of the Office of the Registrar, providing friendly and professional customer service to students, staff, and faculty. This role is responsible for the reception area of BenCentral and provides many supportive roles in the office including assistance with course registration, answering phone inquiries courteously, and assisting with the maintenance of student records. Duties include processing transcript requests, updating academic records in PeopleSoft, and managing student database information. The Records Specialist also maintains office forms, supports the training of student workers, and may contribute to updating website content.

Essential Job Responsibilities:

1. Front-Line Student Services and Support

• Create a welcoming and supportive environment in the Office of the Registrar and Ben Central for students, faculty, and staff.
• Deliver outstanding customer service to all campus constituents.
• Oversee the receipt and processing of academic forms, including changes to academic plans, incomplete grade requests, withdrawals, university withdrawals, and leave of absence requests.
• Process education verifications and transcript requests, resolving issues in coordination with external vendors.
• Manage mail operations, including outgoing mailings, internal office mail, and returned mail.
• Assist students with navigating the student portal and website, answering registration and graduation questions, verifying information, and completing forms.

2. Student Academic Records Management

• Review and update student academic records in Salesforce and PeopleSoft using critical thinking and attention to detail.

• Modify student data such as academic program plans, advisors, student groups, service indicators, and expected degree terms.

• Post grade rosters and follow up with instructors to resolve grading issues.

• Process requests for course add/drop, university withdrawals, leaves of absence, and academic plan changes.

• Support departments and Registrar Office staff with registration-related inquiries, including permission numbers, off-campus program enrollments, and troubleshooting.

• Update student demographic data and manage FERPA forms when student workers are unavailable.

• Run and save student admission letters.

• Enter non-traditional student applications into PeopleSoft and Salesforce.

• Manually withdraw applications from systems prior to term start.

• Review student files for completeness using the registered student report.

3. Records Organization and Maintenance

• Organize and maintain both electronic and physical student records.
• Activate new student files and archive records for graduates or discontinued students
• Process and store submitted transcripts and credentials, ensuring proper application to student records or departmental stakeholders.
• Navigate between Salesforce and PeopleSoft to apply credentials and update records.
• Run semester queries to verify record accuracy, including for students returning from leave or marked inactive.
• Retrieve student files as needed.

4. System Support and Process Improvement

• Update routine "How-To" guides for assigned procedures and policies.

• Collaborate with the processing team to troubleshoot onboarding and enrollment issues in PeopleSoft.

• Assist with system testing for PeopleSoft and other record-keeping platforms.

• Support graduation audit preparation, distribution, and tracking.

• Audit the TCE Outbox and post transfer credit in PeopleSoft.

• Update shared Teams spreadsheet with credit evaluation status.

• Provide guidance on basic PeopleSoft processes to students and campus community members.

5. Reporting and Data Requests

• Generate and provide student information system reports and queries as requested by the University Registrar.

6. Student Appeals Assistance

• Assist the Registrar with the student appeal process, including intake and correspondence on behalf of the Registrar's Office.

Other Functions:

• Provide exceptional customer service to students, staff, faculty, and visitors while adhering to FERPA regulations.
• Work with the Peoplesoft team to conduct system testing.
• Design and produce reports as needed.
• Work with Institutional Research to provide data for external reporting as requested.
• Attend and participate in professional development opportunities both on and off campus.
• Assist as graduation ceremonies and other university and registrar events as needed.
• Assist with general office coverage including answering phones, cover the registrar inbox and answering questions in person from students and other stakeholders as needed.
• Other duties as assigned.
• Serve as a backup to Assistant Registrars as needed.