Student Records Manager

Job description

TITLE: Student Records Manager                                                                                                             

DEPARTMENT: Office of the Registrar                                                   

REPORTS TO: Registrar


EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION: Non-exempt                          



Performs data entry, maintains student records, verifies information, and handles routine requests for student records, transcripts, and related information, provides routine advice and guidance to staff, students and members of the general public regarding the registration process, and resolves routine customer service problems.




  • Processes requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies.
  • Processes transcripts; checks transcripts to verify accuracy; validates and distributes transcripts according to requests.
  • Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration process; may refer customers to appropriate department or university site.
  • Responds to inquiries by telephone or letter regarding academic standing, transcript problems, and unclear or irregular transcript requests.
  • Provides transcripts, enrollment verification, and degree certifications by mail, fax, or telephone, according to prescribed procedures; advises students concerning their records.
  • Maintains files in proper order and maintained according to established record retention requirements; pulls records for processing and re-filling.
  • Maintains logs of records release transactions initiated by other departments.
  • Assists in accurate preparation of reports requested by various sources, including CPE.
  • Serves as back-up for Veteran Affairs Specialist.
  • Performs miscellaneous job-related duties as assigned. 

    OTHER DUTIES: Perform other duties as assigned. 



  • Any combination equivalent to: An Associate’s degree in Liberal Arts or related field and four (4) years’ experience working with records in an educational setting.  
  • Bachelor’s degree preferred.


  • Ability to sort, check, count and verify numbers.
  • Ability to complete routine paperwork.
  • Ability to follow routine verbal or written instructions.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Knowledge of customer service standards and procedures.
  • Records maintenance skills.
  • Ability to work effectively with diverse populations.
  • Ability to communicate with and provide routine assistance to customers.
  • Ability to maintain confidentiality of records and information.
  • Skill in the use of personal computers and related software applications.
  • Clerical, word processing, and/or office skills.
  • Skill in the use of operating basic office equipment.
  • Ability to evaluate student transcripts and/or records. 

    SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibility. 



  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.

  • KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.




    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 10/2/2020
    Application Due: 12/1/2020
    Work Type: