Job Details

Academic Records Specialist 2 - Office of the University Registrar - Georgetown University
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Position Number: 5186779
Location: Washington, DC
Position Type: Academic Vice Presidents and Provosts

Academic Records Specialist 2 - Office of the University Registrar - Georgetown University

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Academic Records Specialist 2 - Office of the University Registrar - Georgetown University

Job Overview

The Academic Records Specialist 2 has a crucial role in ensuring the accuracy and integrity of student academic records at the university - with tasks such as maintaining accurate academic records for all students, assisting with grade processing and degree conferrals, providing advisor updates, administering transfer credit processing, and managing holds.

Key responsibilities include but are not limited to:

Update student records in the student information system including but not limited to grade postings, input thesis and dissertation titles, and maintain "degrees awarded" data.
Manage general maintenance of academic records and assist in problem resolution for various academic records issues.
Communicate tactfully and effectively with faculty, colleagues in Deans' Offices, and other university departments to provide information and ensure quality records maintenance.
Stay familiar with policies and procedures of relevant offices and the Office of the University Registrar to address inquiries from students, parents, and departments, etc.
Analyze information accurately before adding data to students' permanent records while upholding confidentiality standards as per the Family Educational Rights & Privacy Act.
Create and document clear and comprehensive standard operating procedures to streamline operations; and develop knowledge articles, canned responses and training materials that are easy to understand and effectively convey complex technical information.
Process work promptly and efficiently in alignment with office and university timelines
Create and document clear and comprehensive standard operating procedures to streamline operations.
Develop knowledge articles, training materials and canned responses that are easy to understand and effectively convey complex technical information.

Work Interactions and Work Mode Designation

Reporting to the Associate Registrar for Academic Records, the Academic Records Specialist 2 interprets and applies student records policies, and engages in direct communication with students, parents, faculty, and staff at Georgetown University via in-person interactions, phone calls, and email correspondence.

They collaborate with various university departments - such as Student Accounts, Student Financial Services, Student Health, Housing, Dining Services, and Student Affairs - during registration processes or when students terminate their enrollment; and provide support to the Office of Student Accounts by clarifying tuition and fee charges as well as refund procedures; and offering interpretation and clarification regarding holds that have registration and record impacts imposed by Student Accounts, Student Affairs, Student Housing, Student Health, or Deans' Offices.

Further, they apply a customer-focused approach in assisting students, parents, faculty, and staff and - if called upon - when resolving issues related to academic records, registration, and/or student accounts.

Given the sensitive information contained in academic records, they adhere to strict confidentiality protocols and comply with relevant laws and regulations, such as the Family Educational Rights and Privacy Act (FERPA).

This position has been designated as On-Campus. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position's mode of work designation. Complete details about Georgetown University's mode of work designations for staff and AAP positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation.

Requirements and Qualifications

High School diploma
5 to 8 years of experience - preference for 2 to 3 years of that experience working in a university or college administrative office - and preferably within a Registrar's Office [note: consideration will be given to an equivalent education and work experience]
A solid understanding of academic records management, student information systems, and university policies and procedures related to academic records
Proficiency in using student information systems - such as Banner, PeopleSoft, or similar platforms
Strong computer skills, including knowledge of database management and Microsoft Office Suite
Excellent verbal and written communication skills toward effective interaction with students, faculty, staff, and other stakeholders
Effective problem-solving abilities and the capacity to proactively address challenges
Attention to detail and a high level of accuracy
Ability to manage multiple tasks, prioritize workload, and meet deadlines
Strong organizational and time management skills
Ability to work effectively both independently and as part of a team

Current Georgetown Employees:

If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a resume for each position of interest for which you believe you are qualified. Documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website.

To apply, visit https://georgetown.wd1.myworkdayjobs.com/en-US/Georgetown_Admin_Careers/job/Main-Campus/Academic-Records-Specialist-2---Office-of-the-University-Registrar---Georgetown-University_JR17619