Processes requests for certificates, diplomas, and commencement
records.
Provides documentation for all verification requests, legal
requests, insurance forms, licensure forms, certifications, loan
deferment letters, and third parties enrollment inquires.
Assist in the maintenance and integrity of student academic
records in both digital and physical formats.
Respond to inquiries from students, faculty, alumni, and
external agencies regarding academic records, enrollment
verification, and transcript procedures.
Monitor and resolve transcript and verification delivery issues
in coordination with third-party vendors (e.g., Parchment, National
Student Clearinghouse).
Fulfills internal transcript requests for all Graduate
Admissions records
Research historical transcripts, retrieve archival records and
recreate older transcripts when necessary
Works with the Bursar’s office on any records requests that
involve a financial hold
Ensure all record requests are in compliance with FERPA and
university policies when handling student records.
Student Academic Record and Office Responsibilities:
- Collaborate with the Registrar’s team to ensure consistent data
entry and timely updates in the Student Information System (e.g.,
Workday).
- Provide clerical and administrative support to the Office of
the Registrar, including scanning, filing, data entry, and managing
sensitive student documentation.
- Process all business processes through our student information
system including maintenance and update to student records for
personal information, address updates, and student attributes.
- Maintain and verify demographic information as needed.
- Process course substitutions, waivers, and revisions to
anticipated completion dates.
- Process independent study requests, internship requests, course
drops, withdrawals, and other various ad hoc requests from
departments on campus.
- Maintain degree audits, including creating and updating
academic programs of study for majors, minors and
concentrations.
- Process Latin honors, institutional honors and other updates as
requested
- Support faculty grade entry and verification. Follow up on all
outstanding and non-final grades and process grade changes,
repeated courses, and credit/no credit grade processing.
- Assist with all in-person inquiries
- Provide office support responding to and route e-mail and
voicemail coming into department email account, answering phones,
tracking e-mail volume and responding promptly to helpdesk
tickets.
- Assist in supervising and training student workers.
Data Management, Registration and Reporting:
- Assists with maintenance of student academic records; security,
accuracy, and preservation of academic credentials in accordance
with university policy, accreditation standards, and privacy
laws.
- Assists with maintenance of databases and systems for tracking
degree progress, student enrollment, and graduation status.
- Provide accurate data to internal and external stakeholders,
including accreditation bodies, state agencies, and institutional
leadership.
- Assists with Incoming First Year Orientation and
Registration
- Assists with Registrar-related activities for Bellarmine
associate’s degree students
- Assists with commencement preparation and activities as
assigned
- Work closely with Information Technology Services (ITS) on
projects, ticket management processes, and training.
Development and Compliance:
- Monitor and ensure compliance with university, state, and
federal regulations regarding academic records.
- Stay current with changes in higher education laws and policies
that impact academic records.
- Provide reports on academic records as requested.
- Participate in implementing innovative products/systems that
streamline and improve new and current SIS processes and procedures
related to various work areas in office and across campus.
- Participate in professional development opportunities (classes,
workshops, conferences, etc.) related to job duties and office
needs.
- Collaboration with campus partners to define needs, set
priorities, and implement effective administrative practices
through systems and business operations;
- Work to streamline, improve and document all new and current
SIS processes and procedures related to the functional area
- Represent the organization on meetings if requested and attends
University events as required
- Assists with the development and implementation of policies and
procedures consistent with those of the organization to ensure
efficient and safe operation of the unit.
- Organize and lead staff meetings to address ongoing issues,
process improvements, and operational concerns.
- Performs miscellaneous job-related duties as assigned.
Knowledge, Skills and Abilities Required:
- Foster a collaborative environment and ensure staff have the
resources needed to effectively perform their roles.
- Strong interpersonal and communication skills, both orally and
in writing.
- The ability to work effectively with a wide range of
constituencies in a diverse community.
- Ability to gather data, compile information, and prepare
reports.
- Troubleshoot technical issues with faculty and staff for a
variety of student-related systems; when necessary, coordinate with
campus partners and third-party vendors
- Knowledge of the rules, regulations, and laws regarding student
records; scheduling and curriculum policies including FERPA
regulations.
- Skill in examining and re-engineering operations and
procedures, formulating policy, and developing and implementing new
strategies and procedures.
- Ability to identify, prioritize, analyze and provide solutions
to problems.
- Ability to use project management skills to see priorities
through to completion.
- Ability to maintain confidentiality of records and
information.
- Ability to make administrative and procedural decisions and
judgments on sensitive, confidential issues.
- Ability to foster a cooperative work environment.
Minimum Education and/or Work Experience:
Associate’s degree required, Bachelor’s degree in related field
preferred. At least one or more years of related experience in
higher education.
Computer Skills
Experience with Student Information Systems - Workday (including
query writing) preferred
Experience with credentialing and transcript software like
Parchment or other related systems.
Experience with DocFinity or other document management
software
Advanced Proficiency with MS Office Suite, Internet and email
applications.
Experience with ticketing systems
Experience with remote meeting products (Zoom, Teams, WebEx, Slack,
etc.)
Compensation Range: $22.00-24.00 hourly
Category:
Academic - Staff
Performs such other duties, responsibilities, and activities as
required by supervisor and as departmental/University needs
indicate.
*Disclaimer
The above information indicates the general nature and level of
work performed by employees within this classification. It is not
designed to contain and should not be interpreted as a
comprehensive inventory of all duties, responsibilities,
activities, and/or qualifications required or expected of employees
assigned to this job. Duties, responsibilities, and activities may
change and new ones may be assigned at any time, with or without
notice.
All offers of employment are contingent upon a satisfactory
background check.
Fairfield University provides equal employment opportunities to all
employees and applicants for employment and prohibits
discrimination and harassment of any type without regard to race,
color, religion, age, sex, national origin, disability status,
genetics, protected veteran status, sexual orientation, gender
identity or expression, or any other characteristic protected by
federal, state or local laws. This policy applies to all terms and
conditions of employment, including recruiting, hiring, placement,
promotion, termination, layoff, recall, transfer, leaves of
absence, compensation and training.
Eligible employees may receive health, dental, retirement, paid
time off, tuition benefits, and other benefits according to
institutional policy.
Fairfield University Benefits
Load a resume or CV first, then upload supporting documents
including a cover letter at the bottom of the third page under the
"My Experience" section where it says to upload a Resume/CV.
You will be able to upload up to 5 other documents in this section.
You will be unable to edit your application, so please have all
documents available before applying. Faculty Positions : If
you need to upload more than 5 documents, please either combine
them to upload or email the additional documents to the applicable
contact in the job description. Staff positions : If you
need to upload more than 5 documents, please either combine them to
upload or email them to hr@fairfield.edu 
