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Job ID: 134389

Records Specialist
Embry-Riddle Aeronautical University

Date Posted Dec. 4, 2019
Title Records Specialist
University Embry-Riddle Aeronautical University
Prescott, AZ, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Other Administrative Categories
  • Admissions/Student Records/Registrar


The Records Specialist position in the Office of the Registrar provides front-line customer service in the Records Office for students, faculty, and staff. 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 in-person, phone or email questions.

Registers students for academic courses in Oracle’s Peoplesoft Campus Solutions Student Information System to complete degree requirements. This include Cooperative Education, Exchange, Distance Learning courses, Study Abroad, Directed Studies, and any special programs. Assists 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.

Creates/modifies residential classes in Campus Solutions, including section specific notations, and assignment of classroom facilities. Assists 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 appointment for upcoming class registration cycles

Partners with the other ERAU campus Records 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, and those failing to meet course requisites for upcoming semester.

Processes beginning of term start administrative drops based on faculty class attendance verifications.

Reviews and processes student withdraws from the university.

Analyze course billing information against course credits to ensure student tuition rates are billed correctly. Coordinate with campus Bursar’s department to determine student’s tuition billing based upon courses added or dropped. This includes determining the method of student’s registration, via web registration or through office registration, and dates of registration which determines the percentage of tuition/refund to be processed. Determines if students qualify to enroll for up to 18 credit hours, with no increase in tuition for hours over the block.

Processes official transcript requests both in person and through the electronic ordering system, Transcripts Plus. Audits transcript to ensure academic data entries were posted correctly prior to releasing official transcripts of academic records. Provides monthly reporting for transcript values and authorizations.

Maintain the Records and Registration virtual office web page to include academic policies and procedures, online forms (electronic forms) and PDF forms.

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.

Prepares the National Association of Intercollegiate Athletics (NAIA) eligibility roster for campus athletic teams; determines if athlete meet all academic & NAIA requirements to participate in athletic programs. The individuals will be expected to gain an advanced knowledge and understanding of academic programs and athletic certification rules and regulations.
Manages National Student Clearinghouse report transmissions and verifies student enrollment data reporting.
Provide written verification of student enrollment to various authorized parties.
Processes Intra-University Transfer requests from residential/worldwide campuses.

Ensures Enrollment Agreements are received from all students per Arizona law, coordinating with university IT to ensure electronic form setup each year.


High school (or GED) level ability in spelling, grammar, basic composition, and math and three years work related experience.

Skilled in customer service, attention to detail, problem solving, and communication skills (both oral and written)
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

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