Records Specialist

Job Description
About Embry-Riddle Aeronautical University:
Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida, and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.
As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace, and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.
For Academic Year 2020-21, there were over 10,700 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 32,700 students in total enrolled with the University around the world.
The Opportunity:
Embry-Riddle Aeronautical University's Prescott, Arizona campus is hiring a Records Specialist to support the Office of the Registrar. Embry-Riddle's Prescott Campus is respected worldwide for cutting-edge instruction and training for tomorrow's aviation, aerospace, security and intelligence leaders. Prescott is a mile-high city and its climate reflects seasonable weather excellent for flying. Daytime averages are 80°F in the summer and 45°F in the winter. At 5,000 ft. above sea level, it boasts a mild climate, clean air, pristine wilderness areas, and nearby national forests. The university is a small, private, residential university in the mountains of Arizona with approximately 3,500 students. Staff/faculty/student interaction is highly valued and is a central theme of our campus. It is located 100 miles north of Phoenix and 120 miles south of the Grand Canyon.
The Records Specialist is an entry-level office position that requires skillful and detail oriented administrative experience. This position provides front-line customer service for students, faculty, and staff in a fast-paced environment. Strong multi-tasking capabilities and the ability to rotate concentration smoothly from one activity to another is essential. Performs a variety of academic records related and registration support activities, using various information systems to enter, retrieve, and analyze data, create and transmit reports and process student records. Serves as front office customer service representative responding to a high volume of walk-ins, phone calls and email questions.
Job Duties:

• Register students for academic courses to complete degree requirements. This includes Cooperative Education, Exchange, Study Abroad, Directed Studies, and any special programs. Assist and train students on the registration process using the Web registration computer system. Decipher any computer/ineligibility errors preventing access to the web registration system, advise and assist students with any eligibility messages.
• Register students for Distance Learning courses; coordinate with Worldwide Distance Learning office on late registration authorizations, and/or availability of courses. Process Intra-University Transfer Requests
• Assist in the building of term class schedules: create/modify residential classes in Student Information System, including section-specific notations, tuition/billing data, and assignment of classroom facilities. Assist in effectively matching academic needs for classroom space with available facilities. Schedule classroom use in S25.
• Review and process student withdrawals from their classes.
• Determine if students qualify to enroll for up to 18 credit hours, with no increase in tuition for hours over the block.
• Process official transcript requests both in person and through the electronic ordering system, Transcripts Plus. Ensure all University obligations have been met before the release of transcripts. Audit transcript to ensure academic data entries were posted correctly before releasing official transcripts of academic records. Provide monthly reporting for transcript values and authorizations.
• Manage National Student Clearinghouse report transmissions and data integrity.
• Verify student enrollment to various authorized parties.
• Ensure Enrollment Agreements are received from all students per Arizona law.
• Enrollment Verifications
• Honor Level Updates (Honors/Deans List designations)
• Create/modify residential classes in Campus Solutions, including section-specific notations, and assignment of classroom facilities. Assist in effectively matching academic needs for classroom space with available facilities.
• Create/modify course requisites programming in the course catalog to ensure students meet course requirements and assign student enrollment appointments for upcoming class registration cycles.
• Partner with the other ERAU campus Registrar's offices and IT personnel on the review, implementation, configuration, and testing of new or existing products or processes related to the student information, scheduling, imaging, and other related systems.
• Run end-of-semester academic processes, including electronic notification to students/campus departments of those placed on academic standing, incomplete grades, grade changes, and those failing to meet course requisites for the upcoming semester.
• Maintain the Registrar's Office virtual office web page to include academic policies and procedures, online forms (electronic forms), and PDF forms accessible 24 hours.
• Responsible for the oversight of document preparation, scanning, indexing, quality assurance, and electronic transfer of imaged data into appropriate workflow queues to complete various student academic requests.
• Works with Associate Registrar and other Records Specialist to create over 800 course sections each semester. Includes direct studies, cooperative education, summer abroad courses. Sets up course requisites. Works with College Dept. Chairs to analyze course space utilization and course conflicts that do not meet their class change requests. Reviews/attach specified fees to unique courses.
• Registers students for academic courses to complete degree requirements. Assists and trains student with the registration processes and resolve any registration conflicts.
• Creates mid-term/final grade rosters for faculty, provides faculty instructional aides and assists faculty in the grading process
• Verify academic data to certify athletic teams to determine eligibility for current/future semesters. Coordinate with coaches, Athletic Director & Faculty Athletic Rep to resolve student eligibility issues.
• Creates various reports for internal department/outside agencies on academic requests.
• Front line customer service for over 3,000 students, highest enrollment at Prescott campus.

ERAU benefits include:

• Retirement Plan - ERAU offers immediate vesting and provides a 6% gift and will match up to 4% of employee contributions
• Two BCBS health plans - PPO and high deductible plan with a health savings account
• Tuition waivers for employees, spouses, and dependent children
• Use of various campus services: fitness center, library, mailroom and enjoy observation flights

Qualifications

• High school (or GED) level ability in spelling, grammar, basic composition, and math and three year's work related experience.
• Skilled in customer service, attention to detail, problem solving, and communication skills (both oral and written)
• Intermediate skill level in MS Office, specifically Excel.
• Ability to demonstrate sensitivity and discretion in handling confidential records
• Ability to work effectively and professionally with a large number of individuals representing units across the University
• Ability to effectively learn and utilize new technologies
• Ability to prioritize and multi-task