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Technical Records Coordinator, UCP 3

Job description

Job Title: Technical Records Coordinator, UCP 3
Job ID: 2019071
Location: Storrs Campus
Full/Part Time:
Regular/Temporary: Regular

Job Posting

The Office of the Registrar is seeking applications for a full-time, permanent Technical Records Coordinator (UCP 3) position. Working under the general supervision of the Assistant Registrar, this position focuses on the administrative records specialty, coordinating the accurate maintenance, interpretation of, and dissemination of records and data while simultaneously providing exemplary customer service in a high-traffic public area. It is essential that the selected incumbent have the ability to maintain a high degree of accuracy and efficiency while working in a fast-paced, dynamic environment.

DUTIES AND RESPONSIBILITES

Job duties and responsibilities include but are not limited to:

  • Serves as a knowledgeable and authoritative source of information for faculty, administration, students (non-degree, non-credit, undergraduate, and graduate), parents and others regarding records, enrollment, grading and general registrar-related inquiries
  • Working in a high-volume customer service area, independently processes registration, biographical, and academic changes in the Peoplesoft Student Administration System for students at all academic levels (non-degree, non-credit, undergraduate, and graduate)
  • Independently troubleshoots and identifies registration problems and follows-up to resolve them
  • Coordinates the Registrar email account; will respond to, and resolve, questions and concerns; will interact with other team members (professional staff and student workers) to ensure all correspondence is handled efficiently and professionally
  • Responds to requests for degree verification, accurately providing information to third-party requestors
  • Coordinate and provide assistance in all aspects of National Student Clearinghouse and Degree Verifications, including resolving enrollment reporting errors, researching and confirming enrollment and degree information requests
  • Research microfiche and archived documents and other data sources at the request of external and internal entities; and coordinate the combination of microfiche and online records for returningstudents and alumni, including manual calculation of grade point averages, academic standings, and course credit totals with adherence to catalog and bylaw regulations both at time of attendance and current
  • Coordinates and performs all duties associated with the creation and delivery of transcripts, both current and archival. Assists in the transition from paper to online transcripts. Act as the primary liaison with the online transcript vendor on addressing online transcript inquiries and concerns. Will test any upgrades to vendor service, troubleshoot and provide feedback and assessment of online transcript vendor performance to internal and external stakeholders. Checks and verifies accuracy of student records for transcripts and request changes as appropriate.
  • Assists with the coordination of the creation and archiving of documents using scanning software (currently using ImageNow); ensures that incumbent and student staff are scanning and accurately archiving records; incumbent will, working under State Document Retention guidelines, implement scanning when feasible, update and maintain paper filing systems, and make records destruction requests as appropriate
  • Keeps abreast of technological advancements in data processing and imaging; and informs and instructs staff members as needed
  • Devises, modifies and/or supervises the maintenance and coordination of complex filing systems, records and/or data systems, which may be computerized.
  • Monitors and reviews internal grade changes made by staff to ensure they were done in accordance with University by-laws and the supporting documentation is accurate and appropriate
  • Tests software upgrades, bundles and fixes in regards to records data
  • Assist with the training and direction of student workers as needed
  • Keeps abreast of changes to University policies and procedures in relation to functions of the Registrar's Office and FERPA guidelines
  • Review current processes and procedures, implementing minor changes and recommending major changes
  • Complete special projects, which may be short-or long-term, and which require technical understanding of a broad knowledge of Registrar functionality
  • May be responsible for creating and revising training documentation that is technical in nature.

MINIMUM QUALIFICATIONS
  • Bachelor's degree in appropriate field, or equivalent combination of education and experience.
  • Two years full-time employment in related area.
  • Demonstrated experience in a high-volume, customer service setting.
  • Ability to pay attention to detail, work within deadlines and make decisions.
  • Excellent oral and written communication skills.
  • Demonstrated administrative, organizational and problem-solving aptitude.
  • Familiarity with electronic data processing.
  • Ability to establish rapport with students and parents and to maintain effective working relationships with faculty and staff.

PREFERRED QUALIFICATIONS
  • Three plus years of related experience
  • Previous higher education experience at a large University.
  • Demonstrated knowledge of recordkeeping systems and ability to be precise with quantitative data.
  • Experience with a student information system (Peoplesoft preferred) or other large database, scanning software
  • Ability to read and interpret policies (internal, University and State of Connecticut)
  • Knowledge of FERPA

APPOINTMENT TERMS

This is a full-time, permanent position. Salary will be commensurate with experience.

TO APPLY

Please upload a cover letter, resume, and the names and contact information for three professional references online via UConn Jobs, Staff Positions (www.jobs.uconn.edu).

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check. (Search # 2019071)

This job posting is scheduled to be removed at 11:59 p.m. Eastern time on September 13, 2018.

All employees are subject to adherence to the State Code of Ethics, which may be found at http://www.ct.gov/ethics/site/default.asp.

___________________________________________________________________

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty, and staff. The diversity of students, faculty, and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University's teaching, research, diversity, and outreach missions, leading to UConn's ranking as one of the nation's top research universities. UConn's faculty and staff are the critical link to fostering and expanding our vibrant, multicultural, and diverse community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities, and members of traditionally underrepresented populations.

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Job No:
Posted: 8/31/2018
Application Due: 9/28/2018
Work Type:
Salary: