Records Specialist

Embry-Riddle Aeronautical University is currently seeking a Records Specialist to join the Office of the Registrar at the Daytona Beach campus. Reporting to the Associate Registrar, this position is responsible for performing detailed, complex tasks that support a wide range of student academic services. The Records Specialist plays a key role in maintaining the integrity of student records by updating, interpreting, and verifying information within the student information system. This role requires strong attention to detail, excellent problem-solving skills, and a thorough understanding of academic policies and procedures. Exceptional customer service is essential, as the Records Specialist serves as a resource for students, faculty, and staff.

Responsibilities include the following:

• Utilize the student information system, Parchment transcript platform, and other related record systems to accurately access, update, and maintain student academic records. Performs complex academic records requests, including, but not limited to, class registration, graduation applications, academic evaluation requests, transcripts requests, grade changes, program and minor changes, and enrollment verifications requests from various agencies. Ensure accuracy of record keeping by routinely verifying work products.
• Provide stellar customer service by having a thorough understanding of academic rules, regulations, policies, and procedures related to Registrar functions and applying the knowledge to the provision of information, problem-solving, and information processing. For example, process student record requests, process student enrollment requests from students and various agencies, and generate official ERAU transcripts for active and inactive students.
• Respond to Registrar emails, direct emails, Call Center escalations, and Teams channels to assist students and other campus stakeholders regarding advanced course registration. Responsible for counseling appropriate students and personnel on individual student record matters. Requires a broad base of knowledge of all procedures and policies, i.e., withdrawals, registrations, grades, matriculation, and transcripts.
• Responsible for processing flight grades, registration, and flight certificates/ratings awarded by the Federal Aviation Administration (FAA) to the student's academic record. Clarify and confirm the accuracy of transactions with the Flight Department as necessary.
• Review and process official transcripts received from other higher education institutions for the application of transfer credit in consultation with Academic Evaluators.
• Analyze student records, system processes, and document outcomes from system testing and integration strategies for the PeopleSoft Student Information System.
• Audit student records to identify discrepancies and collaborate with supervisor to achieve resolution.
• Maintain confidentiality of student records in compliance with the Family Education Rights and Privacy Act (FERPA) and take measures to protect official records from unauthorized release, accidental damage, or disposal.
• Archive, retrieve, and interpret student record information from the University Imaging System.
• Assist with additional departmental responsibilities as needed.

Required Qualifications:

• High school diploma or GED.
• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Ability to develop detailed knowledge of ERAU academic policies, procedures, standards, and curricula.
• Ability to relate to students, faculty, and staff helpfully and professionally.
• Possess effective oral and written communication skills.
• Possess the ability and knowledge necessary to conduct a detailed analysis of academic records.