Records Coordinator

Job description

American International College is a private, coeducational institution of higher education located on a 70+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart with a total of approximately 660,000 gross square feet. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has 3700 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.


  • Record and file records and correspondence using guidelines, complex rules, policies, and regulations for a Registrar's Office. Update the student information database with changes of major, grades and status .
  • Act as primary for managing office phones and welcoming walk-ins; verify identity of clients and issue information, forms, transcripts, etc. as requested.
  • Receive all forms submitted to the Office of the Registrar and processes, as appropriate.
  • Manage and process enrollment verification requests.
  • Assist with the graduation and diploma issuance and records process.
  • Respond to inquiries and resolves problems, which require the interpretation, explanation, and justification of organizational policies and procedures.
  • Review processing procedures, forms and/or correspondence and makes suggestions for any needed changes, or create new forms or correspondence as needed.
  • Assist with research requested by faculty, staff and students, utilizing statistical enrollment data.
  • Maintain an extensive knowledge of the College, state and federal laws, policies and procedures related to processing official admission or academic student records, and keep current on any changes.
  • Explain processes and procedures to students; parents and the general public. This will require a strong understanding of and ability to explain the Family Educational Right to Privacy Act (FERPA).
  • Collect and process daily office mail, distributing to appropriate individual or office.
  • Complete all other duties assigned by the Assistant/ Sr. Associate Registrar or Registrar.

  • Required Degree(s): Associate's Degree or extensive experience in an office setting required.
  • Preferred Degree(s): Bachelor's Degree
  • Required Field of Expertise: Experience in higher education a plus, especially in a student records or service area.
  • Required Training/Cert: Ability to communicate fluently (written and verbal) in English and Spanish

  • Strong customer service skills
  • Strong computer skills and attention to detail with a commitment to maintaining data integrity and accuracy.
  • Ability to multi-task in a high volume work environment.
  • Experience in (or knowledge of ) the practices and policies of higher education.
  • A commitment to the academic experience, individual student growth, and the importance of confidentiality.
  • Ability to communicate fluently (written and verbal) in English and Spanish

This is a full-time, non-exempt level, benefit eligible position. Normal business hours are Monday through Friday, 8:30 am - 4:30 pm, flexible to the needs of the department.

Qualified applicants should save and submit a brief cover letter, current resume, and contact information for three professional references (one of which must be a current or prior supervisor) as one document. Upload the saved document into the online application.

AIC is an Equal Opportunity Employer.





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Job No:
Posted: 9/11/2018
Application Due: 11/10/2018
Work Type: