Academic Records Specialist

The Academic Records Specialist performs a variety of coordinating functions within the Office of the Registrar that supports the University’s mission and office goals. The ARS – CSS serves as an academic records information representative who provides timely and accurate information to students (current and prospective), faculty and staff regarding registrar policies, procedures and record maintenance. This involves, but is not limited to prompt and accurate responses to in-person, email, Zoom, and phone inquiries and requests. Responsible for collecting, recording, maintaining, and reporting of student records within FERPA guidelines. Please note that this position is considered temporary, with an expected end date of February 2027.

Specific Responsibilities/ Accountabilities   Registration – This position involves assisting with all registration processes, including but not limited to, processing registration late adds, unit overloads, grade change requests, and various other registration-related requests and inquiries. The role also includes assisting, reporting, and collecting enrollment and degree verifications for international students, as well as overseeing, scheduling, and training student workers for general inquiries made by the student body.     Specialist   Maintain records and report on enrollment and degree verifications when requests are made by current and past students.   Serve as a first point of contact for the Office of the Registrar by providing quality customer services in a timely fashion. Respond to inquiries via email and Zoom , in- person and answering the main phone line. Respond to questions pertaining to rules, regulations, policies and procedures in a thorough, accurate and courteous manner.   Oversee, schedule, and train work- study student workers who are responsible for general inquiries via phone calls, emails, and in-person visits.   Provide assistance to constituents by explaining and demonstrating various policies and processes.     Ensure accuracy of information by maintaining current knowledge of university and office policy and procedures.    Manage and update voicemail messages and auto-responses.   Liaison to university services (ITS, Facilities Management, Public Safety, OneCard ). Prepare documents or submit requests. Troubleshoot problems/issues with university service services.    May update standard information/data to website/blog within the applications content management system.   Coordinate and manage record digitization efforts for historic transcripts and academic records, ensuring that digital images are stored securely and properly   Other duties as assigned by the University Registrar or Assistant Registrar. Other duties include staffing convocation and commencement and their related activities and events.     Registration   Process registrations, late registrations and changes to registrations (registration holds, or registration hold releases, unit overloads, etc.)   Compose correspondence regarding student registration, academic records and graduation records.   Perform other duties as assigned by the Associate Registrar or University Registrar not limited to: processing grade sheets; auditing and updating academic records; assisting with academic reports, both internal and external; assisting with orientation, registration, and commencement.     Loyola Marymount University Expectations   Exhibit behavior that supports the mission, vision, and values o f the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.     Requisite Qualifications   Typically a bachelor’s degree from an accredited institution or equivalent combination of education and experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of