Job Details
TITLE: Academic Records Manager
DEPARTMENT: Office of Registrar
REPORTS TO: Registrar
CLASSIFICATION: Staff-12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 37.5 hours per week
LOCATION: On-Site Main Campus
EMPLOYMENT STATUS: Full-Time
EMPLOYMENT CLASSIFICATION: Exempt
JOB SUMMARY
Under the general direction of the Registrar, the Academic Records Manager provides professional leadership and operational support for academic records management and graduate student services. This position serves in a dual-capacity role supporting both the Office of the Registrar and Graduate Studies by providing graduate academic advising while coordinating academic records administration, registration processes, degree certification, institutional reporting, and compliance with applicable…
federal, state, accreditation, and University regulations. The position exercises independent judgment in interpreting academic policies, maintaining the integrity of student records, resolving complex records issues, and supporting institutional effectiveness. This position requires a regular, reliable, and consistent on-campus presence to effectively perform advising, records management, student support, and administrative responsibilities and is not suitable for remote work except as approved in accordance with University policy.
ESSENTIAL JOB FUNCTIONS
- Provides individualized academic advising to graduate students regarding degree requirements, course selection, academic policies, graduation planning, and available University resources.
- Coordinates graduate student onboarding, orientation, registration, and academic support services.
- Monitors graduate student academic progress and collaborates with faculty, program coordinators, and University administrators regarding academic standing, probation, retention, and graduation.
- Assists students with graduate admissions processes, graduation requirements, academic planning, and referrals to appropriate campus resources.
- Represents Graduate Studies and the Office of the Registrar at recruitment events, admissions activities, orientations, and other University functions.
- Assists with graduate catalog revisions, curriculum updates, admissions processing, and maintenance of academic program information within GRADCAS and other University systems.
- Maintains accurate, confidential, and compliant student academic records in accordance with FERPA, University policies, accreditation standards, and applicable federal and state regulations.
- Coordinates registration activities, including course enrollment, schedule adjustments, withdrawals, academic appeals, curriculum updates, and related student records processes.
- Processes graduation applications, performs degree audits, verifies completion of academic requirements, and confers degrees in accordance with University policies and procedures.
- Coordinates transcript requests, enrollment verifications, and related student record services through the National Student Clearinghouse and other approved systems.
- Processes major and minor changes, grade changes, residency determinations, academic record corrections, and related student information updates.
- Utilizes Banner Student Information System, Degree Works, ARGOS, and other institutional systems to maintain student records, generate reports, support institutional planning, and ensure data integrity.
- Assists with athletic eligibility certifications and other specialized student record requirements as assigned.
- Supports the implementation, maintenance, and enhancement of Degree Works, CourseLeaf, Reverse Transfer initiatives, and other academic technologies.
- Assists in preparing institutional reports and maintaining data required for accreditation, state and federal reporting, compliance reviews, and strategic planning initiatives.
- Maintains confidentiality of student records and sensitive institutional information while ensuring compliance with applicable privacy and records management requirements.
- Maintains a regular, reliable, and consistent on-campus presence to effectively perform the essential functions of the position.
- Performs other duties as assigned.
