Job Title: Academic Records Specialist Physical Location: Kent Campus - Kent, OH Salary: $16.60 Basic Function: Perform administrative functions and provide student services by maintaining academic records in hard copy or in the online student information system. Ensure accuracy of records and adherence to applicable regulations, policies, and procedures. Perform functions across multiple areas within the Office of the University Registrar which impact enrollment, registration, graduation, records integrity, academic scheduling, and reporting. Reports to designated supervisor. Additional Basic Function – if applicable: Examples of Duties: Duties/essential functions may include, but not be limited to, the following: Verify accuracy and completeness of paperwork required to create or modify a record, validate authenticity of supporting documents, and clarify discrepancies; ensure quality control while producing, packaging, and mailing documents such as transcripts, letters, and diplomas. Utilize cross-training across multiple service areas within the Office of the University Registrar to process and maintain academic records in the online student information system for all Kent State campuses. Evaluate eligibility based on university policies, procedures, and federal requirements, and ensure the accuracy and integrity of academic records, including but not limited to: Change of program Change of grade Reenrollment applications for returning students Academic forgiveness Name changes Social Security number (SSN) changes Transcript production Enrollment certifications Graduation clearance, including verification of institutional honors eligibility Perform academic scheduling duties, including but not limited to: Coordinate and facilitate the building of Schedule of Classes Create new course sections; adjust sections and correct errors; troubleshoot and answer questions regarding managing sections and the use of system functions and tools Assist academic departments and regional campuses with entering new course sections; train ?new and existing users as needed Navigate space management system which ensures university-wide utilization standards are adhered to, and classroom space guidelines are followed Fulfill time/room change requests, and resolve problems pertaining to location requirements, and instructional needs Serve as a liaison between the University Registrar and Bursar, Admissions, Student Financial Aid, Kent State academic colleges, and Regional Campuses; provide information directly to the University Registrar to aid in the Registrar's decision making. Provide customer service via telephone, email, and in-person inquiries; investigate, troubleshoot, and resolve issues presented by a variety of constituents, including students, university staff, other institutions, and the public; act at the first point of contact at the front service counter; monitor the department's email inbox as assigned. Compose routine correspondence to students, agencies, institutions, and other stakeholders concerning requests for information or processing of forms; may mail standard response letters for routine requests. Verify requests for dates of attendance and degrees awarded through the National Student Clearinghouse website; authenticate claims and documents; identify suspected fraudulent documents and report to the University Registrar. Scan and index documents in the document imaging system and verify accuracy compared to the original document. Monitor inventories of Registrar supplies such as transcript paper, diploma paper, covers, and flat mailers; order materials from vendors as needed. Assist in the administration of the University Registrar programs and projects. Participate in testing of functionality for university-wide system upgrades. May train and direct student, temporary, and other classified employees. Perform other duties as assigned. Additional Examples of Duties – if applicable: Minimum Qualifications: High school diploma or equivalent. One year of general office experience utilizing computer applications and/or student information system. License/Certification: Not applicable. Knowledge Of: Personal computer applications, such as MS Office Suite Family Educational Rights and Privacy Act (FERPA) Skill In: Typing (i.e. 35 net words per minute), if required by position Written, verbal, and interpersonal communication Providing excellent customer service Problem-solving Ability To: Make quick and sound decisions in a fast paced, high-volume office Exercise discretion in receiving and distributing information of a confidential and sensitive nature Navigate student portal, website, and/or student information system Exhibit aptitude for computer processing, data entry/retrieval, spreadsheets and other functions Work independently and as part of a team. Successfully manage change and make adjustments as needed for a multitude of job responsibilities Identify, audit, and clarify discrepancies in information Read, write, and accurately follow oral and written instructions Perform mathematical calculations Operate various office equipment, such as a calculator, copier machine, facsimile machine, scanner, microfiche, etc. Correctly apply policies and procedures Preferred Qualifications – if applicable: Associate degree. Experience in a registrar's office processing student records, or in a similar higher education setting. Assessments: Asterisk () indicates knowledge, skills, abilities which require assessments Working Conditions / Physical Requirements: Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects. Incumbent must be able to communicate with others. Incumbent may be required to travel from building to building and off campus occasionally. May work varied hours and shifts to include nights and weekends during peak periods. Working Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, schedule may vary to meet departmental needs. Additional Information: THE TENTATIVE START DATE FOR THIS POSITION WILL BE MAY 1, 2025 Must pass a security check. For official job descriptions, visit www.kent.edu/hr. Kent State University is committed to creating a community that is culturally and intellectually diverse and to attracting and retaining a diverse staff. We strive to create and maintain working and learning environments that respect differences, and are inclusive, welcoming, respectful and kind. Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017. Smoking and tobacco is not permitted on any of Kent State’s campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international. For additional details, visit www.kent.edu/smoke-free http://www.kent.edu/smoke-free >. Disclaimer: The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.