Records Specialist

Job Description:
The Records Specialist works as a team member to support the mission and functions of the Office of the University Registrar (UR) by working with students, faculty, staff, and others in an accessible and friendly manner. This individual will assist with public inquiries, data entry and processing, maintenance of paper and electronic records, correspondence, process creation, evaluation and improvement, and other duties as assigned.
Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions

• Manages the electronic transcript process, troubleshoots technical issues, and takes action on incoming requests within one business day.
• Receives, processes, maintains, and files confidential records of transcript, enrollment-certification, loan deferment, and degree-verification requests in a timely manner.
• Assists with requests for and processing of undergraduate grades and grade reports.
• Works with University Registrar's managers to create the schedule of undergraduate classes each term, including correspondence with faculty and staff.
• Processes major and minor declarations and changes; changes advisee assignments as requested by academic departments.
• Enters overload permissions in the student information system. Sends notifications of overload/underload approvals to students. Keeps track of overload and underloads each term and produces related reports as needed.
• Assists University Registrar's managers in processing degree applications and curriculum changes, including degree audit coding as needed.
• Coordinates and distributes check-in materials and be familiar with web matriculation process to assist students.
• Processes registration changes (adds/drops, pass/fails) in a timely manner. Processes withdrawal forms and leaves of absence;collects and posts undergraduate withdrawal grades from faculty.
• Assists with collecting, building, and maintaining course and section data needed for the class schedule.
• Approves event requests related to classroom usage using the University's event/space management system; coordinates with requestors as needed.
• Evaluates and verifies accuracy of database information and makes approved changes as needed, to include registration, advisor information, holds (restrictions), address, and other information related to the student record.
• Purges, collates, and re-files deceased alumni records and transcripts.
• Responsible for answering the primary phone line, provides excellent customer service to visitors, receiving and distributing daily mail, preparing enrollment verifications, and checking, distributing, and responding to the registrar@wlu.edu e-mail box. Handles daily correspondence, photocopying, filing, faxing, as requested.
• Sets a high level standard of
• Other responsibilities as assigned.

Work Schedule: Monday - Friday, 8:30 am - 4:30 pm
Minimum Qualifications:

• High-school diploma or higher, with at least two years of previous college administrative support preferred.
• Ability to handle multiple tasks simultaneously. Strong interpersonal skills and ability to work pleasantly and professionally with a wide variety of people.
• Experience with electronic communications, including multi-line phone and email. Experience with office machines desirable (e.g. personal computer, photocopier, fax machine).
• Familiarity with data entry and appropriate software packages preferred
• Maintains familiarity with university data-entry standards and tests updates to office and university software routines, as requested

Application Instructions: Review of applications will begin immediately and continue until the position is filled. Please upload a resume and cover letter in your application. You will be asked to provide names and contact information for three professional references.
Application instructions and information about Washington and Lee University can be located at jobs.wlu.edu.
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$19.51 - Pay Commensurate with Experience