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Records Coordinator, Intermediate

Job Details

Records Coordinator, Intermediate

Location: Registrar
Regular/Temporary: Regular
Job ID: 607126
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

Special Information

  • This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
  • A cover letter addressing your qualifications for the position, a current resume, and the name, email, and phone number of 3 professional references are required to receive full consideration for this position.

Job Description

The Office of the Registrar is seeking a friendly, outgoing, team member to work on a cross-functional team of three full time staff members who serve as the first point of contact for the Office of the Registrar, providing services through phone, email and in person. This team supports each NAU student multiple times per semester throughout their academic career by conducting core functions, which include enrollment, transcript and verification production, tuition calculation, and graduation transactions. All roles within the Registrar's Office require employees to use new and existing technology and tools that assist with student record management, including, but not limited to: PeopleSoft, Salesforce, OnBase, National Student Clearinghouse, etc.

The successful candidate will exemplify the ongoing vision, mission, and goals of the university's student academic records functions, while remaining in compliance with all Federal and State laws pertaining to confidentiality and records retention, as well as all local NAU academic policies and procedures. At all times, this position secures and safeguards student records, student data, and other confidential information, and helps to maintain the secure Student Information System for academic records used in registration, and mandated reporting functions, ensuring the confidentiality and accuracy for students, and compliance with all regulations and requirements including FERPA guidelines. This position will be required to keep current on university and governing laws related to dispensing confidential information.

Customer Service, Collaboration, and Troubleshooting - 30%
  • Serves as a proactive and collaborative team member who can think quickly on their feet and provides excellent customer service.
  • Collaborates on a team of experts regarding courses, grades, majors, and degrees to ensure accuracy of student academic records.
  • Collaborates with Business Analysts to research and implement solutions for ease of navigation through PeopleSoft student information system.
  • Provides input for Student Information System new implementations and enhancements.
  • Conducts regularly scheduled internal departmental PeopleSoft Updates and Fixes testing in addition to other product testing.
  • Provides the campus community with accurate and timely information needed to make informed decisions related to registration, change of schedule, withdrawing from classes, etc.
  • Leverages the Student Information System beyond typical end-user functions for all academic and billing records including, but not limited to grade changes, biographic/demographic updates, honors, academic and enrollment process appeals, data integrity resulting in tuition changes, and awarding degrees/certificates. Ensures all records are up to date.
  • Researches and troubleshoots inquiries/concerns from students, parents, faculty, and staff representing a wide variety of backgrounds, regarding the entirety of the student academic record. Performs timely in-depth follow-up and analysis on reported inquiries and concerns.
  • Proposes new and innovative department processes and procedures for increased efficiencies and client services.
  • Coordinates and implements approved changes in processes and procedures affecting assigned functions. Updates affected processes and procedure manual as necessary.
  • Independently makes and implements decisions to accomplish divisional goals and objectives while working under the guidelines of university policy on a routine basis.
  • Assists with providing academic and enrollment services and processes to implement and manage academic and student records.
  • Maintains and protects the data in the Student Information System that makes up the academic records of current and former students with a thorough understanding of university policies and laws governing release and appropriate use of student information.
  • Provides services to past and current students, faculty, staff, and parents who depend on a historical financial and academic record.
  • Works collaboratively with teams associated with Enrollment Management including Financial Aid, Admissions, Student Recruitment, etc.
  • Composes correspondence regarding registration, academic records, commencement, etc.
  • Runs Student Information Systems queries/reports to facilitate processes across campus.

Enrollment - 30%
  • Coordinates complex business functions to include all NAU class registration issues such as early and open enrollment adds and drops, block enrollments, withdrawals, and administrative requests.
  • Independently makes decisions within established guidelines when handling Retroactive Withdrawals and Petitions to Change Drop/ Withdrawal Date requests.
  • Meets critical deadlines, verifies the authenticity of forms, documentation, and approvals. Promptly notifies students of the outcome of their petition/enrollment requests, and forwards documentation to other pertinent offices for additional processing.
  • Receives information from campus stakeholders to complete academic and enrollment processes on behalf of students.

Transcripts and Verifications - 25%
  • Processes all NAU student transcript and verification requests using PeopleSoft, the National Student Clearinghouse (NSC) website, and the NAU historical Permanent Record Card Database accurately and in a timely manner.
  • Analyzes, researches, and communicates for Degree Verify requests through the NSC.
  • Updates, maintains, converts, and ensures that historical transcript information from a legacy database is accurate and stored in the current student information system for readmitted and reinstated students.
  • Collaborates with Financial Aid office to retrieve consortium agreement data pertinent to students with concurrent enrollment at different institutions for enrollment reporting purposes.
  • Collaborates with the Office of Student Life to research inquiries regarding disciplinary conduct of students for enrollment verification requests.
  • Follows strict guidelines set by the Comptroller's Office to process credit card transactions and check deposits.
  • Reconciles a detailed monthly report through the NSC to complete the electronic funds transfer deposit process.
  • Processes requests from current and former students received through National Student Clearinghouse.

Center for International Education and Study Abroad Support - 10%
  • Coordinates with the ever-expanding international student population for the Center for International Education (CIE) Office to support students upon their return from a Study Abroad program.
  • Building classes, processes enrollment, grading, academic standing, and tuition to reflect the study abroad student learning experience.

Other - 5%
  • Perform other duties as assigned.

Minimum Qualifications

  • Associates or undergraduate bachelor's degree.
  • 2-4 years of relevant experience.
  • Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Preferred Qualifications

  • Knowledge of NAU student academic records practices and functions (e.g., student program/plan data; graduation processes; enrollment and student records and functions, etc.).
  • Familiarity with the functions of the Registrar's Office, Undergraduate Admissions, Financial Aid, Student Accounts, and Institutional Research and Analytics.
  • Knowledge of FERPA.
  • Experience working in a higher education institution.
  • Experience with student information systems: Oracle/PeopleSoft, Banner, etc.
  • Experience with database query tools.

Knowledge, Skills, & Abilities

  • Knowledge of higher education administrative systems, organizational practices, and related business principles.
  • Skills in prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner.
  • Excellent verbal and written communication skills.
  • Strong interpersonal and customer service skills.
  • Excellent computer skills: Microsoft Office, databases, Internet.
  • Proficient in Student Information Systems.
  • Ability to establish and maintain effective working relationships.
  • Strong attention to detail and ability to meet deadlines.
  • Possesses strong problem solving, organizational, and analytical capabilities.
  • Demonstrated ability to work efficiently and effectively in a team setting as well as the ability to work independently and serve as a logical, proactive problem solver.
  • Promotes a diverse, inclusive environment, with the ability to work effectively with people from a variety of culturally diverse backgrounds.

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.


Salary range begins at $37,584. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.


This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

April 18, 2023 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, [email protected], or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

To apply, visit

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About Northern Arizona University

Northern Arizona University sits at the base of the San Francisco Peaks, on homelands sacred to Native Americans throughout the region. We honor their past, present, and future generations, who have lived here for millennia and will forever call this place home.

Founded in 1899, Northern Arizona University is a community-engaged, high-research university that delivers an exceptional student-centered experience to its nearly 28,000 students in Flagstaff, at 22 statewide campuses, and online. Building on a 123-year history of distinctive excellence, NAU aims to be the nation’s preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond. NAU is committed to meeting talent with access and excellence through its impactful academic programs and enriching experiences, paving the way to a better future for the diverse students it serves and the communities they represent.

Why work at Northern Arizona University?  

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.

NAU transforms lives and enriches communities through high-quality academics and impactful scholarship, creative endeavors, and public service.

NAU will educate, support, and empower students from all backgrounds, identities, and lived experiences to reach their full potential and contribute to a more just, equitable, inclusive, prosperous, and sustainable future.

NAU- 2025 Elevating Excellence Priorities

  • Academic Excellence
  • Student Success
  • Commitment to Indigenous Peoples 
  • Impactful Scholarship
  • Mission Driven and Diverse Faculty and Staff
  • Community Engagment 
  • Sustainable Stewards of Resources 


Northern Arizona University is committed to bringing excellence to our campus through a variety of backgrounds, skills, experiences, and perspectives.  We respect and value diversity among our faculty, staff, and students.

Learn more about our affirmative action plan and commitment to diversity.

Benefits for Northern Arizona University Faculty and Staff 

Why work at NAU?

Why choose Flagstaff?

Flagstaff has a population of about 70,000, rich in cultural diversity. Located at the base of the majestic San Francisco Peaks, Flagstaff is 140 miles north of Phoenix at the intersection of Interstate 17 and Interstate 40.With its elevation of 7,000 feet and four-season climate, Flagstaff is ideal for year-round outdoor activities. Nearby attractions include the Grand Canyon, Lowell Observatory, Oak Creek Canyon, Sedona, Monument Valley, Sunset Crater, Meteor Crater, and Arizona Snowbowl.

Flagstaff was recently ranked the 6th Least Stressful City in the United States by  Come see what Flagstaff is all about and search our job openings to see what NAU can offer to you.

Northern Arizona University across Arizona

NAU also has a variety of statewide campuses that are employees work at including, but not limited to:

  • NAU- Yuma
  • NAU- North Valley (Phoenix, AZ)
  • NAU- Phoenix Biomedical Campus 
  • and many of our Arizona Community Colleges 


Northern Arizona University is committed to bringing excellence to our campus through a variety of backgrounds, skills, experiences, and perspectives.  We respect and value diversity among our faculty, staff, and students.

Learn more about our affirmative action plan and commitment to diversity.

For any questions about Northern Arizona University or employment opportunities please contact [email protected]

Find Us
PO Box 4113 Flagstaff, AZ 86011
United States

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