Records Coordinator

Apply now Job no: 510893
Classification:Student Services Technician 3
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Student Services
Location: Fairbanks
Categories: Student Affairs/Services

Position Summary:

The Office of the Registrar is hiring a Records Coordinator. Our team's responsibilities include student records and course registration. Candidates for this position should have strong interpersonal skills and the ability to adapt to change. Joining our office affords the opportunity to work with a variety of people in a cohesive team environment.


15TECHNICAL Serve as initial checkpoint for quality control management of data entered by the Community and Technical College, eCampus, and rural UAF sites. Use OnBase for daily work and as a resource for student records information. Troubleshoot and resolve errors related to submissions to the National Student Clearinghouse and National Student Loan Data Systems multiple times a month. Serve as a back-up for the Associate Registrar for the production of reports for the National Student Clearinghouse. Participate in National Student Clearinghouse testing multiple times a year. Provide support to the records manager. Test and verify opening and closing of grading, parts of term, registration codes, and pins. Participate in Banner validation and testing multiple times each year.Essential
25REGISTRATION Maintain a comprehensive understanding of University registration policies and practices. Process registration documents including advising forms, special permissions, registration additions/drops, and withdrawals. Review and approve/deny routine exceptions. Monitor student records to ensure accurate processing and data entry by individuals outside the central records group. Serve as a resource for students, faculty, staff, and administration with registration related questions and issues as well as provide guidance in the navigation of UAOnline, Banner, and the Registrar website. Process independent study forms in conjunction with the scheduling group. Assist in applying, verifying, and troubleshooting registration pins each semester. Process drop for non-payments and reinstatements, ensuring accurate data entry for immediate reporting to executive administration.Essential
25TRAINING/RESOURCE Serve as a specialist in records and registration as well as a expert resource for staff in the Office of the Registrar, Community and Technical College, eCampus, and rural UAF sites. Provide assistance and serve as a resource to departments and campuses related to academic history, transcripts, and verification. Develop, refine, and update documentation related to all records and registration policies and practices. Produce internal documents to be used as reference and for training new employees in these areas. Generate documents that can be shared with staff in other departments. Assist students, faculty, staff, and administration with registration related questions and issues as well as navigation of UAOnline, Banner, and the registrar website. Assist faculty with online grade entry and troubleshooting. Provide training on records and registration topics to users in the Office of the Registrar as well as to UAF employees in other departments. Provide customer service via phone and email primarily for records and registration matters, but also serve as a backup on phones for other areas of the office when needed.Essential
35RECORDS Ensure accurate data entry. Maintain a comprehensive understanding of university student records policies and practices, including special attention to confidentiality and adherence to FERPA regulations. Produce official transcripts, monitor the transcript services administrative site, resolve issues, review orders, and resolve pre-Banner issues and requests. Update student records with information from an extensive list of sources, including but not limited to, forms, Google docs, test scores, National Student Clearinghouse, paper records, email, departments and advisors. Resolve duplicate Banner IDs by identifying and merging portions of the record that the records group is responsible for maintaining. Verify enrollment as needed by producing written and verbal information. Post grades from a variety of sources, including audits, withdrawals, grade rosters, and changes of grade. Generate rosters and other documents related to grading. Delete and correct grades as the need arises. Run Banner processes to post grades to academic history and update student grade point averages. Assist records manager in the processing and posting of academic standing at the end of each semester. This involves, but is not limited to, the include/exclude grade processes, adjusting credit limits based on standing, and updating academic records with pertinent comments. Communicate with students, departments, and college/school staff regarding questions related to academic standing.Essential

The UAF Office of the Registrar is hiring a Records Coordinator. Our team's responsibilities include student records and course registration. Candidates for this position should have strong interpersonal skills and the ability to adapt to change. Joining our office affords the opportunity to work with a variety of people in a cohesive team environment.

Review Date:

To ensure consideration, please apply prior to the close date 11:55 p.m. Alaska standard Time Sunday, Jan. 6, 2019.

Special Instructions to Applicants:

Attach a cover letter, resume, and three professional references who are available to be contacted as part of the application process. Applicants who advance to the interview stage will be given skills testing.

Education and Experience:

Previous or current experience working in higher education or college experience as a student in higher education. The length of time depends on individual assessment of current knowledge and experience, ability to recognize and provide excellent customer service.

Knowledge, Skills, and Abilities:

Knowledge of complex interactive data base system (preferably student system); Ability to prepare various correspondence and effectively provide verbal and written communication to students, faculty and administrators; Use sound judgment, training, and experience to make many critical records and registration decisions on a daily basis. Apply problem solving and research skills to resolve a wide variety of records and registration issues. Use experience and training to make judgment calls about a variety of issues, addressing them when possible or escalating to next level as needed. Provide support to records manager through assistance and collaboration on a variety of projects and tasks. Adapt to an ever changing environment with fluctuating workloads and many deadlines. Analyze and articulate academic policies and regulations. Appreciate the sensitive and highly charged nature of grades, ability to register, and access to transcripts and other student records. Remain calm in stressful or overwhelming situations, while maintaining the ability to communicate effectively when the customer is upset or frustrated. Facilitate implementation of new processes and procedures.

Background Check:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Probationary Period:
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
Training Policy:
It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at:
Tobacco-Free Campus:
UAF Campus is a tobacco free campus. For more information, please go to:
Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at

Advertised: Alaskan Standard Time
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