Academic Records Specialist

Job Classification: Student Services Professional 2
Unit/Location: Office of the Registrar, Duluth
Supervisor: Jayme Battaglia, Associate Registrar
Probationary Period: 6 months
Percentage of Appointment:100%
Employee Group: Civil Service
Salary Range: $44,969.60 - $51,000 ($21.62/hr - $24.52)

This is a hybrid position that requires in-person presence with remote working opportunities.

The Academic Records Specialist will independently manage and coordinate large and complex academic records services, utilizing integrated computer information systems, including document imaging, workflow management, data archival and retrieval, commencement data management, and awarding degrees. The successful candidate will collaborate with other departments, faculty, staff, and students to ensure the highest levels of record accuracy, reliability, and usability, while continuously improving processes and services. Use strong customer service skills of written, spoken, and listening communication abilities to effectively and accurately manage large sets of data. The Academic Records Specialist will foster strong collaboration across all units within Strategic Enrollment Management and contribute to the success of the entire enterprise.

Key Responsibilities:

Student Records Coordination (65%)

• Provide student services and academic record support in PeopleSoft/Campus Solutions and related information systems for the following key business process areas: change of college and additional degree admission management, degree clearance, non-degree admissions services, academic petition and appeals process management, academic records, special student population services, etc.
• Coordinate with internal and external stakeholders to ensure that academic records are maintained, accurate, and accessible.
• Enforcement of the federal Family Educational Rights and Privacy Act (FERPA) and various other University and campus academic policies related to the maintenance and inquiry of academic records.
• Act as a subject matter expert for faculty, staff, and administration on academic records and policies.
• Independently identify, manage, report, and resolve issues associated with Registrar services, specifically in the areas of document imaging, workflow, data archival & retrieval, commencement, and awarding degrees.
• Collect and report departmental and university honors. Update student records and the commencement program to accurately reflect honors received.
• Degree requirement completion (clearance), awarding (posting) of the degree, and overseeing transcript requests.
• Imaging and maintenance of archived records. Records are in various formats in new and old technologies, requiring research with University archivists and industry service professionals. Research to find, plan, and implement cost-effective solutions in line with Board of Regents policy.
• Responsible for the department's purchasing card, managing department purchases, and reconciling expenses. Manages service contracts.
• Research and implement best practices for business process efficiency and effectiveness. Analyze, review, and recommend process improvements; understand, implement, and continuously evolve best practices.
• Utilize the National Student Clearinghouse to verify student enrollment, degree, and academic record information, ensuring accurate and up-to-date records for compliance and reporting purposes.
• Provide support to the class scheduling process.
• Participate in special projects.

Communication (30%)

• Communicate with students, families, faculty, staff, and the general public, and guide others in consistent, timely, and accurate professional communication.
• Interpret and explain a wide range of policies, procedures, and guidelines, related to the enforcement of the federal Family Educational Rights and Privacy Act (FERPA) and various other University and campus academic policies.
• Develop and manage effective documentation and training materials.

Other duties as assigned (5%)

Required Qualifications

• BA/BS degree plus at least two years of relevant experience, or a combination of education and relevant work experience to equal at least six years.

Preferred Qualifications

• Demonstrated strong organizational skills.
• Knowledge of academic records, Campus Solutions/PeopleSoft student administration (Oracle), degree audit and transfer credit systems (DARS/DARwin, uAchieve, TES, U.Select, Transferology), or other related integrated systems
• Experience working in a high volume transactional environment with attention to accuracy and detail.
• Experience with stakeholder communication
• Experience in delivering high-quality customer service using effective listening and problem-solving skills, the ability to handle a wide range of personalities and situations, ability to interact effectively with professionalism.
• Experience with Google Suite educational tools (or similar platforms), MS Word, Excel, PowerPoint, and electronic communication
• Demonstrated ability to operate with a high level of independence, routinely making critical decisions and exercising sound judgment
• Knowledge of academic records, best practices in record management, and degree requirements
• Demonstrated commitment to equal opportunity and ability to work with, engage and inspire others from different backgrounds and cultures
  
  

The primary purpose of the Office of the Registrar (OTR) is to support the University's values, mission and objectives by serving as the office of academic records and compliance for students, faculty, staff, alumni, and the public. The UMD Office of the Registrar's mission is to make a positive difference in the lives of the UMD community. Major objectives include establishing and managing accurate and reliable academic records; providing efficient, knowledgeable and respectful delivery of services; developing solutions to academic challenges, and enforcing UMD's academic records compliance obligations. The Office of the Registrar is committed to cultivating and sustaining an environment that is diverse, equitable, and inclusive. Fairness, honesty, accuracy, timeliness, and consistency are OTR team values that help support a high quality, comprehensive, and diverse educational environment for everyone.

Pay Range: $44,969.60 - $51,000.00 annually; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Complete applications must include:

1. Letter of application/cover letter
2. Current resume/curriculum vitae
3. Finalists will be asked for contact information for 3-5 professional references

Review of completed applications will begin around 6/11/2025. This position will remain open until filled

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).