Student Records Specialist

University of Southern California • Los Angeles, CA

7d

About The Position

The USC Office of Academic Records and Registrar is seeking a part time Student Records Specialist to join our Grades, Transcripts and Verification team. This role establishes and maintains files, academic records, and status changes pertaining to academic progress. The Student Records Specialist researches and responds to inquiries and requests for information from faculty, staff, and students or external sources. One of the main functions of this role is the input of student data, and maintenance of the student records database. In addition, this position is responsible for ensuring reconciliation and quality control of records, as needed. Responsibilities include, but are not limited to the following: Answering and routing a high volume of phone calls and emails, while providing routine information to academic units, agencies, faculty, staff, students and other individuals. Informing students and parents of university policies and procedures Processing grade changes such as Incompletes (IN), Missing Grades (MG), and Correction of Grades (COG) via DocuSign. Processing transcript requests from departments and government agencies Processing online orders for transcripts/verifications that are not automatically processed from our third-party vendor Processing online verifications (current/past enrollment) for third-party agencies Auditing student records Processing and updating name, SSN, and date of birth corrections This position reports to the Assistant Registrar for Student Records. Please submit a cover letter and resume as part of your application. Qualified candidates should possess effective professional written and oral communication skills. The incumbent must demonstrate the ability to be thorough, consistent and accurate when interpreting records against criteria. Candidates must have proven ability to comprehend record policies and procedures, enter records accurately and draft and compose professional correspondence that aligns with university policy. In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values.

Requirements

• Minimum Education: -High school or equivalent
• Minimum Experience: -2 years
• Minimum Field of Expertise: -General office skills
• effective professional written and oral communication skills
• ability to be thorough, consistent and accurate when interpreting records against criteria
• proven ability to comprehend record policies and procedures, enter records accurately and draft and compose professional correspondence that aligns with university policy
• demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values

Nice To Haves

• Preferred Education: -Associate’s degree
• Preferred Experience: -3 years
• Knowledge of the USC Student Information System (SIS)
• Familiarity with electronic signature technology platforms (e.g., Docusign, etc.)

Responsibilities

• Answering and routing a high volume of phone calls and emails, while providing routine information to academic units, agencies, faculty, staff, students and other individuals.
• Informing students and parents of university policies and procedures
• Processing grade changes such as Incompletes (IN), Missing Grades (MG), and Correction of Grades (COG) via DocuSign.
• Processing transcript requests from departments and government agencies
• Processing online orders for transcripts/verifications that are not automatically processed from our third-party vendor
• Processing online verifications (current/past enrollment) for third-party agencies
• Auditing student records
• Processing and updating name, SSN, and date of birth corrections

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED