Academic Records Specialist

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This position is key to the maintenance of Simpson University’s academic records.  The Academic Records Specialist is responsible for the transfer credit evaluation process, maintains the Colleague Degree Audit system, audits graduation agreement files, verifies accuracy of transcripts, and performs miscellaneous and varied tasks that support the record keeping and daily activities of the Registrar’s office, as well as coordinating all the functions related to each graduation ceremony. 

Qualifications:

1. Bachelor’s degree required
2. Minimum one year experience working with students in an academic setting, preferably in a Registrar’s Office, Advising Center or related student support office.
3. Knowledge of and experience handling official student records
4. Proficiency in institutional database applications (e.g. Colleague, WebAdvisor, etc.) and willingness and aptitude to learn other data management programs adopted by the University, as needed
5. Proficiency in Microsoft Office applications
6. Ability to maintain confidentiality of information, data, and records
7. Ability to effectively manage multiple priorities and deadlines
8. Knowledge of the Family Educational Rights and Privacy Act (FERPA)
9. Ability to work effectively within a team and with other departments of the University
10. Proficiency in Microsoft Office and Internet applications

General Expectations:

1.        Personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing and engaging in conversations about Christ

1. Demonstrate Simpson University Values in the performance of all duties
2. Maintain lifestyle in accordance with Simpson University Lifestyle Policy in Staff Handbook
3. Maintain the confidentiality of information, data, and records. Properly use tact, diplomacy, discretion, and judgment
4. Demonstrate strong customer service skills in the performance of job duties
5. Demonstrate good organizational and communication skills in the performance of job duties
6. Supervises employees in accordance with Simpson University policies and procedures (for supervisory positions)
7. Support the overflow needs of other departments within the respective university area
8. Perform other duties in accordance with this position as deemed necessary by the immediate supervisor

Essential Functions:

1. Review and assign equivalencies for external courses using faculty-approved rationale; consult faculty for input when necessary
2. Oversee the evaluation of transfer credits and the posting of standardized test scores (e.g., CLEP, AP, IB).
3. Ensure the accuracy of student academic records, including transferring data from legacy systems (CMS) to Colleague.
4. Maintain and help develop articulation agreements with other institutions
5. Assist in preparing credit evaluation worksheets and four-year academic plans
6. Assess student records each term to determine academic standing and dean’s list eligibility; notify relevant staff and faculty
7. Administer the degree conferral process at the end of each semester and update student records accordingly.
8. Review graduation agreement files, identify unmet requirements, and advise students in collaboration with faculty or program staff
9. Handle special transcript requests and report data conversion issues to the IT department
10. Manage the electronic degree audit system, including annual updates and program substitutions
11. Act as a Designated School Official (DSO) for immigration-related responsibilities
12. Advise international students on federal visa regulations and compliance requirements
13. Support transfer students by facilitating their transition through the articulation process
14. Share accurate and current articulation information with students, staff, departments, and partner institutions
15. Monitor articulation processes and follow up with departments and faculty to ensure timely decisions
16. Update and maintain articulation data; provide annual summaries of curricular changes related to transfer students
17. Manage databases related to articulation, including TES and ASSIST
18. Initiate faculty-approved articulation agreements with other colleges and universities
19. Represent and communicate the curriculum of partner institutions to faculty, ensuring accurate understanding
20. Serve as the university’s expert on the Colleague Audit system for transfer and articulation matters, including IGETC, CSUGE, and CCCCO audits
21. Contribute to the development of Associate Degrees for Transfer (ADT), academic pathways, and articulation agreements
22. Represent the university on the Northern California Intersegmental Articulation Council (NCIAC)
23. Maintain student course schedules in Colleague, including processing add/drop requests, special registrations, and administrative changes
24. Review and update student records for changes such as course substitutions, equivalencies, and major changes.
25. Assist with reviewing and updating the academic catalog
26. Provide support to administrative staff, the Assistant Registrar, and Academic Advisors as needed

Related Responsibilities:

Department Liaisons

1. Liaison to Enrollment Services working closely with admission counselors to review student records, special programs, and registration.
2. Liaison to Student Financial Services in issues relating to transfer student evaluation.
3. Liaison to Student Development, assisting with New Student Orientation, Academic Student Center, and other areas.

Physical Requirements:

Job Title:

Academic Records Specialist  

Typical Working Conditions:
(Describe environment including exposure to heat, cold, fumes, chemicals, allergens, mold, etc.)

Indoors in controlled environment

Equipment Used:
(List all manual and automated equipment used in the course of performing essential functions.)

Computer, scanner, copier, mouse, keyboard, stapler, 3-hole punch, letter opener

Essential Physical Tasks:
(List all physical tasks encountered in performing essential functions - i.e. sitting for long periods of time using a computer, standing, climbing ladders, etc.)

Sitting for long periods of time using a computer

Analysis of Physical Demands to Perform Essential Functions:

Key (Based on typical week):

N=Never
R=Rarely (Less than 1 hour per week)
O=Occasional (1%-33% of time)

F=Frequent (34%-66% of time)
C=Constant (over 66% of time)

Activity

Frequency

Activity

Frequency

N

R

O

F

C

N

R

O

F

C

Lifting/Carrying

Twisting/Turning

Under 10 lbs

X

Reach over shoulder

X

11-20 lbs

X

Reach over head

X

21-50 lbs

X

Reach outward

X

51-100 lbs

X

Climb

X

Over 100 lbs

X

Crawl

X

Kneel

X

Pushing/Pulling

Squat

X

Under 10 lbs

X

Sit

X

11-20 lbs

X

Walk-Normal Surfaces

X

21-50 lbs

X

Walk-Uneven Surfaces

X

51-100 lbs

X

Walk-Slippery Surfaces

X

Over 100 lbs

X