Records Specialist

Middlebury Institute of International Studies at Monterey
Middlebury, VT
Closing date
Oct 23, 2021

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Administrative Jobs
Academic Affairs, International Programs

Job Details

Posted with Limited Access:



Records Specialist

Posting Number:




Typical Hours Per Week:


Regular, Temporary or Term:


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Hiring Minimum:



Office of the Registrar


Middlebury, VT Campus

Hire contingent upon successful completion of the following post-offer screening:

Criminal Background Check

Position Summary:

Provide and maintain academic records to and for a broad range of constituents, especially Middlebury’s undergraduate, Language Schools, Schools Abroad, and Bread Loaf alumni, and Middlebury’s undergraduate faculty.

Essential Functions:

<b>This posting is currently accepting internal applicants only. Internal applicants are active Middlebury College employees and their spouse or partner.</b>

<b> Offer is contingent upon successful completion of a criminal background check.</b>

<b>Earliest anticipated start date is August 16th, 2021.</b>

Produce academic records in the form of official transcripts, both paper and electronic, for current students and alumni, including undergraduate, Language Schools, Schools Abroad, Bread Loaf School of English, and the School of the Environment. Transcript production includes per-production sorting, validation, record keeping, post-production sorting, corrections, distribution, sending, and mailing.

Serve as primary administrator of electronic transcript order and delivery system, and use that system for delivery of e-transcripts. Train and update Office of the Registrar staff to produce transcripts as well as how to identify and troubleshoot issues associated with e-transcript delivery.

Interpret Middlebury College Advanced Placement (AP) credit policy for students, student applicants, faculty, and staff. Guide students through the process of adding Advanced Placement credits to their academic records. Post ad hoc AP credit on student academic records and notify students of credits awarded.

Coordinate all aspects of the Self-Scheduled exam process.

Process registration changes throughout the add/drop period for the College and the Schools.

Accurately enter major and minor declarations in the student information system.

Contribute to Commencement preparation of departmental honors by communicating with department/program chairs/directors/coordinators, recording honors in the system, and proofing Commencement program lists.

Assist with graduation clearance for seniors, as needed.

Order supplies pertinent to the production of transcripts.

Respond to requests from faculty and staff for academic information regarding current students.

Assist with collection of incomplete grades with Student Life Deans. Send notifications regarding provisional grade replacement policy. Record final grades.

Responsible for all student records for the American Collegiate Consortium, including the processing of ACC student transcripts

General Responsibilities:

Process student verifications and degree verifications and support Middlebury’s association with the National Student Clearinghouse by assisting with reconciliation of verification reports and researching errors in a timely manner.

Contribute to the general operation of the Registrar’s Office by serving as primary back-up for coverage of telephones and walk-in traffic, occasional filing, and additional support as needed.


Bachelor’s degree.

Knowledge, Skills and Abilities:

Highly skilled in Microsoft Office applications and experience with student information systems (especially Banner). Must maintain strict adherence to FERPA and the confidential handling of sensitive data and records. Must have the ability to work independently, balancing a broad variety of priorities. Excellent critical thinking skills, a keen sense of detail, good judgment, and must possess the ability to deal effectively with a broad clientele in a busy office environment.

Evening and weekend hours will be required during the self-scheduled exam period.


Minimum of three years prior administrative experience required.

Open Until Filled:


Special Instructions to Applicants:

<b>This posting is currently accepting internal applicants only. Internal applicants are active Middlebury College employees and their spouse or partner.</b>

<b> Offer is contingent upon successful completion of a criminal background check.</b>

<b>Earliest anticipated start date is August 16th, 2021.</b>


Working at Middlebury Institute of International Studies at Monterey

Middlebury Institute of International Studies at Monterey, a graduate school of Middlebury College, provides international professional education in areas of critical importance to a rapidly changing global community, including international policy and management, translation and interpretation, language teaching, sustainable development, and non-proliferation. We prepare students from all over the world to make a meaningful impact in their chosen fields through degree programs characterized by immersive and collaborative learning, and opportunities to acquire and apply practical professional skills. Our students are emerging leaders capable of bridging cultural, organizational, and language divides to produce sustainable, equitable solutions to a variety of global challenges.

In 2010, the Institute became a graduate school of Middlebury College. Middlebury is known worldwide for its leadership in undergraduate language instruction and international studies, and features both summer language immersion programs and Schools Abroad in 16 countries and 37 cities around the globe. Middlebury is also home to the oldest environmental studies program in the nation.

Monterey and Middlebury share much more than a common interest in cross-cultural communication and the environment, though—we share a commitment to making a difference in the world, and are building a truly global network of programs for future leaders in areas from translation and interpretation to environmental policy, economic development to language education, conflict resolution to sustainable business.

Middlebury Institute of International Studies at Monterey offers graduate programs that prepare innovative professionals to provide leadership in cross-cultural, multilingual environments. Practical skills, collaborative processes, and innovative approaches are defining features of a Monterey Institute education. The Institute’s unique "Monterey Way" learning model ensures that students are learning through firsthand experiences in more than one language. Middlebury Institute of International Studies at Monterey learners are problem solvers and process masters, building sustainable, equitable solutions for a global community through our interdisciplinary blend of business, policy, and language.


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