Records Assistant

PLNU is a Christian liberal arts university in the evangelical, Wesleyan tradition, offering quality undergraduate, graduate and professional programs. We provide higher education in a vibrant Christian environment where minds are engaged and challenged, character is modeled and formed, and service is an expression of faith. PLNU is an institution that is committed to reflecting the rich diversity of God’s kingdom. We therefore encourage applications from culturally diverse candidates.

Benefits:

We are pleased to offer attractive benefits and resources. This includes benefits such as health, dental, tuition benefits for employees and dependents, competitive retirement matching, vacation and sick time, and 15 paid holidays per year. In addition, we have many opportunities to engage with our community including staff chapel and a robust wellness program.

Job Summary:

Point Loma Nazarene University is seeking a friendly, detail-oriented Records Assistant to provide frontline support for the Office of the Registrar and the students, faculty, staff, and community members it serves. This position plays an important role in supporting the daily operations of the Records Office while helping ensure academic records and processes are accurate, timely, and handled with care.
As a primary point of contact for the office, the Records Assistant helps answer questions, process records and documentation, maintain student information, and connect individuals with the appropriate university resources. The ideal candidate is highly organized, enjoys helping others, and can successfully balance detailed administrative work with frequent customer interaction in a fast-paced academic environment.
Salary:
Pay range $17.75 - $19.00 per hour

Job Status:

Full time

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Job Description:

What We're Looking For

• A welcoming, service-oriented approach and a genuine interest in helping students
• Exceptional attention to detail and commitment to accuracy
• Strong organizational skills with the ability to manage multiple priorities and frequent interruptions
• Excellent written and verbal communication skills
• Ability to learn and consistently apply academic policies and procedures
• Strong computer skills and comfort working with electronic records, spreadsheets, and databases
• Ability to work independently while contributing positively to a collaborative team
• Professionalism and discretion when working with confidential student information
• Dependability, punctuality, and strong follow-through
• Knowledge and experience working with a diverse population is preferred

What You'll Be Doing

Student & Customer Support

• Serve as a frontline resource for students, faculty, staff, and other visitors to the Office of the Registrar
• Answer and screen phone calls, respond to questions, and provide general information regarding Records processes
• Direct students and other customers to the appropriate university resources when additional assistance is needed
• Communicate Records policies and procedures clearly and professionally
• Assist students with initiating petition processes and tracking submitted petitions

Academic Records & Processing

• Maintain student electronic records, including updates to biographical information, addresses, advisors, and other student data
• Process student verification requests and National Student Clearinghouse verifications
• Assist with official transcript processing and the receipt and distribution of transcripts from other institutions
• Provide support for document imaging, registration, and academic record-keeping activities
• Coordinate and track diploma and replica diploma orders and distribution
• Assist with National Student Clearinghouse reporting and data updates
• Maintain spreadsheets, documents, and other tracking resources to support Records operations

Office & Administrative Support

• Help prepare the office for daily operations and maintain an organized, welcoming environment
• Track and order office forms, supplies, and stationery
• Assist with training and supporting student employees
• Collaborate on updates to the Office of the Registrar website to ensure information remains current
• Submit departmental announcements to LomaLink and chapel slides
• Provide general administrative support to the Records team
• Perform additional duties and assignments as needed

Qualifications

Required Qualifications

• An associate’s degree is required is preferred.
• Positive, friendly demeanor in all situations.
• Excellent written and oral communication skills.
• Proven excellent attention to detail is imperative.
• Prior clerical experience in an academic environment.
• Understanding of, or the ability to quickly grasp, PLNU's academic policies and procedures.
• Ability to professionally handle contact with customers in a positive, friendly manner in all situations.
• Ability to exercise important, positive interpersonal skills in establishing and maintaining effective working relations with faculty and staff.
• Proficiency in word processing and computer skills, with prior experience using Microsoft Word and Excel.
• Previous experience with Google Drive, Sheets, and Docs, with the ability to create and manage Google Forms.
• Ability to type a minimum of 50 words per minute with optimal accuracy.
• Demonstrated ability to work independently while organizing and prioritizing tasks to meet deadlines.
• Punctuality and a great work ethic.
• Strong organizational skills and the ability to prioritize tasks while experiencing frequent interruptions.
• Ability to take direction in a positive manner.
• Professionalism in handling all work responsibilities.
• Strong aptitude to work as a collaborative team member.
• Ability to exercise/maintain confidentiality in all matters.
• Evidence of Christian commitment and active church involvement. In addition, staff agree to live in agreement with PLNU’s Community Life Covenant. 
• ​The job offer is contingent on the successful completion of a background check. PLNU  will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.

Physical Requirements

• The work is primarily sedentary and may require sitting for extended periods of time.
• Use of computer equipment: computer keyboard, mouse, and monitor.
• Ability to read documents, email, correspondence, and reports in electronic and printed formats. 
• Ability to communicate effectively with others in person and by phone.
• Will also stand, stoop, push, pull, and lift up to 20 lbs. throughout the day.

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At PLNU, we believe in pursuing calling together. Deep and meaningful relationships between students, faculty, and staff is vital in nurturing our shared community and expressing God’s love. We are looking for enthusiastic candidates to join us in empowering our students to reach their greatest personal, spiritual and professional potential. 

Point Loma Nazarene University does not discriminate on the basis of race, color, national origin, sex, age, disability or status as a veteran in any of its policies, practices or procedures.