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.

Qualifications

Minimum Required Qualifications:

Education, Training and Experience:

• Associates degree is required.

• 2 years of related work experience in records and registration, or an equivalent combination of education and experience.

• Experience in higher education is preferred.

 

Physical and Mental Requirements:

Work Environment

None

Under 1/3

1/3 to 2/3

Over 2/3

Outdoor Weather Conditions

X

 

 

 

Work with fumes or airborne particles

X

 

 

 

Work near moving mechanical parts

X

 

 

 

Risk of electrical shock

X

 

 

Vibration

X

 

 

 

Physical Activity

None

Under 1/3

1/3 to 2/3

Over 2/3

Standing

 

 

X

 

Walking

 

 

X

 

Sitting

 

 

 

X

Talking & Hearing

 

 

 

X

Using hands/fingers to handle/feel

 

 

 

X

Climbing or balancing

X

 

 

 

Bending, pulling, pushing

 

X

 

 

Driving

X

 

 

 

Lifting Requirements 

None

Under 1/3

1/3 to 2/3

Over 2/3

Up to 10 pounds

 

 

 

X

Up to 25 pounds

 

X

 

 

Up to 50 pounds

X

 

 

 

Up to 75 pounds

X

 

 

 

Up to 100 pounds

X

 

 

 

Over 100 pounds

X

 

 

 

Vision requirements 

_X_     Close vision (i.e., clear vision at 20 inches or less)

_X_     Distance vision (i.e., clear vision at 20 feet or more)

___      Color vision (i.e., ability to identify and distinguish colors)

_X_     Peripheral vision (i.e., ability to observe an area that can be seen up and down or left and right while the eyes are fixed on a given point)

_X_     Depth perception (i.e., three-dimensional vision, ability to judge distances and spatial relationships)

___      No special vision requirements

(This job description does not constitute an employment agreement between The University of Bridgeport and employee. It is used as a guide for personnel actions and is subject to change by the University as the needs of the University and requirements of the job change.)

 

The University of Bridgeport provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. The University of Bridgeport complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.