Position Summary:

The University of Alaska Anchorage (UAA) invites applications for the position of Records Specialist within the Office of the Registrar. The Office of the Registrar is a forward-looking group working behind the scenes to find and produce innovative ways to improve the student, faculty and staff experience at UAA. The Office of the Registrar maintains several software applications that assist in production of the university catalog, degree audits, registration, and scheduling. Applicants should appreciate the structure policies and regulation provide and be ready to operate in a fast-paced, technology-rich environment aimed at generating efficiencies. We are looking for a highly motivated, team-oriented individual with stellar organizational skills and attention to detail who is current (within the last 3-5 years) in multiple software applications and database management. Applicants are expected to address in their cover letter their current (last 3-5 years) experience and skill sets related to the use of technology and its relevancy to this position.
Duties:

Maintain records and policies: - Assist with correction/updating of records to ensure records integrity. This includes researching and correcting duplicate or incorrect social security numbers/student ID numbers and name corrections/updates. Responsible for moving academic record data from one record to another when records need to be consolidated. - Maintain confidentiality of student records as required by FERPA. Systems testing and maintenance: - Coordinate the automation and outsourcing elements of verifications and official transcripts. - Responsible for testing of Banner, OnBase, Parchment and UAOnline prior to upgrades and initiating task requests through Statewide work teams to improve student service and business practices. - Serve as a member of the Statewide Academic History Workteam. - Facilitate implementation of new technologies and software to support unit operations. - Train new staff and implement new technology and processes for area. Provide exceptional customer service, interpret, and communicate: - Serve as point of contact for staff, faculty and students at UAA for all things related to end of term processes, reinstatement, official transcript ordering, enrollment verification, and grading. - Respond to inquiries and troubleshoot via phone, email, chat and in person as needed. - Provide training to staff and students as needed and upon request. - Responsible for responding to emails in records departmental account within 24 hours. Receive, review, and process all official UAA transcripts: - Production of official transcripts: Receive and process all requests for official UAA transcripts including billing or initiating refunds of all moneys involved with transcript request. - Forward requests for transcripts by email to other UA campuses as appropriate. Work with other campuses and/or departments, specifically Bursar's Office, to verify financial holds and inform student of need to clear hold. - Identify, research and correct transcript problems and, when appropriate and in consultation with supervisor, transition collected data to Banner for future record retrieval. - Coordinate with official transcript vendor, Parchment, to resolve issues as they arise. Post certifications to transcript upon departmental request. - Responsible for ensuring data integrity of the transcript prior to release and working with appropriate offices for correction, if necessary. - Perform in-depth research and compilation of microfiche files (archived from six different databases and university systems) to make sure each student's transcript is complete before generating an official copy. Provide microfiche maintenance and security for microfiche of official grade rosters and change of grade forms, among other student record documents. Education and outreach: - Responsible for all end of term processes for UAA and its community campuses, including but not limited to academic standing, Chancellor's/Dean's lists, GPA recalculations and include/exclude process. - Compile and distribute missing grade report. Regularly work directly with faculty and staff to troubleshoot grading issues. - Communicate directly with students regarding their academic standing, update Chancellor's/Dean's lists on website and run Banner reports to verify accuracy of data. - Process change of grade forms submitted by faculty, requiring decision-making authority on appropriateness of grade change and referring when necessary. Accurate reporting and compliance: - Facilitate the transmission and reporting of all enrollment and degree verifications in coordination with our vendor, the National Student Clearinghouse. Includes compiling information for reports, ensuring accurate data is reported, resolving errors and serving as primary point of contact for problem resolution or updates in functionality. - Provide information about and market NSC to students, parents, and third parties. - Work directly with third parties requiring verification of enrollment for UAA students, including PFD office, State of Alaska, military, housing and native corporations, etc.
KNOWLEDGE, SKILLS, ABILITIES: Support and/or complete complex tasks under the pressure of deadlines, including academic record maintenance, enrollment and degree reporting and verification, end of semester processing, production of official transcripts, and grading oversight/troubleshooting. Excellent time management and problem-solving skills. Ability to maintain a high level of confidentiality and familiarity with FERPA. Aptitude for learning new skills. Ability to interpret and explain policies for students, staff, faculty, and administrators. Positive attitude, strong sense of initiative and an attention to detail. Ability to establish and maintain positive, cooperative relationships with co-workers, students, faculty, staff, and others. Public speaking and conflict resolution skills. Ability to prioritize work, perform well under pressure and maintain productivity despite consistent interruptions. Knowledge of student information systems preferred, especially Banner. Ability to recognize and provide excellent customer service, make sound judgment calls, critically analyze and solve problems, multi-task, and work both independently and as part of a team. Skill in operation of modern communication tools, computers and relevant software, especially related to data entry. Ability to adapt to new technology and processes, and the initiative to learn frequent computer system changes. Ability to take lead on projects and communicate well with diverse populations. Strong oral and written communication skills. Accurate data entry skills.
TYPICAL EXPERIENCE:
Two years’ experience working full time in a post-secondary educational environment or equivalent customer service environment where rules and regulations are applied to individual customers.

REQUIRED EDUCATION OR TRAINING:
A bachelor’s degree from an accredited institution, or an associate’s degree from an accredited institution and 2+ years of transferable professional work experience as a substitute for a bachelor’s degree. Experience working with Microsoft Excel, Microsoft Word, calendaring, email, and web browsers within the last 3-5 years is required. Familiarity with complex web applications and database management systems within the last 3-5 years is preferred.

SALARY INFORMATION:
This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.

SPECIAL INSTRUCTIONS TO APPLICANTS:
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

Applications will be reviewed on a rolling basis until a successful candidate is identified.

Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified