Records Assistant

Coral Gables, Florida
May 24, 2017
Institution Type
Four-Year Institution
The University of Miami is considered among the top tier institutions of higher education in the U.S. for its academic excellence, superior medical care, and cutting-edge research. At the U, we are committed to attracting a talented workforce to support our common purpose of transforming lives through teaching, research, and service. Through our values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity and Teamwork (DIRECCT) we strive to create an environment where everyone contributes in making UM a great place to work. We are one of the largest private employers in Miami-Dade County; home to more than 13,400 faculty and staff from all over the world.

Under the supervision of the Office Manager or Manager, Admissions, the Records Assistant is responsible for reviewing, sorting, classifying, maintaining, and archiving documents, data, test scores, and other sensitive information related to a student’s official enrollment records using the University’s student information systems, including Salesforce, PeopleSoft/CaneLink, and OnBase.

Primary Duties and Responsibilities:
• Process all documents and files for all undergraduate student records, from the first point of contact through enrollment. This includes ensuring records are appropriately captured, processed, indexed, transferred, and accurately recorded in the University’s student information systems, including Salesforce, PeopleSoft/CaneLink, and OnBase.
• Ensures that student records are kept secure and confidential and are accurately recorded in the University’s student information system(s).
• Responsible for all coding changes related to student records.
• Understand and communicate important concepts related to records management and utilize a practical approach for ensuring that student records are accurately maintained.
• Regularly review and manage mismatched records in application staging queues, test score suspense tables, and process change requests from EM functional personnel.
• Scan and index all documents and files related to undergraduate student records and ensure that checklists are updated in the student information system accordingly.
• Maintain and update checklists once documents and files are transferred to the student information system.
• Address student and parent questions and concerns related to student applications and records and serve as the liaison for student records to other University departments.
• Process refunds of application and enrollment fees, as necessary.
• Other duties as assigned.

Knowledge, Skills, and Abilities:
• Knowledge of records management concepts is important for this position.
• Strong attention to details and ability to manage multiple projects and tasks simultaneously is required.
• Excellent oral and written communication skills and ability to provide excellent customer service to students, parents, and administrators.

Education and Experience Requirements (Essential Requirements):
• High school diploma required. Post-secondary education preferred.
• One (1) year of relevant work experience managing records, preferably in a higher education or corporate setting. Any appropriate combination of relevant education and work experience will be considered. Apply online. Position #: P00000267.

The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!