ACADEMIC RECORDS - Operations Manager

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Operations Manager for the Office of Academic Records functions as the primary contact person for the office. Responsible for the front office services; interoffice and intra-office communication; oversees the document retention schedule. Conducts training sessions and presents to various constituents on a regular basis regarding FERPA, Acalog and office procedures. Supervisory responsibilities include front desk student workers. Assists with office functions including but not limited to registration, grades, transcripts, verifications and graduation. Participation in committees and other work groups as assigned.

Qualifications summary

• 
  Bachelor’s degree preferred or equivalent work experience.
  


• 
  Work experience in a professional office setting.
  


• 
  Accuracy and care for details.
  


• 
  Careful attention and commitment to university academic policies.
  


• 
  Customer service skills and a caring attitude.
  


• 
  Ability to deal with time-sensitive issues and difficult situations.
  


• 
  Decision making and problem solving capacity
  


• 
  Ability to multitask
  


• 
  Knowledge of and experience with computer applications, including word processing and spreadsheet packages. Experience with SCT Banner highly valued.
  


• 
  Speak effectively before groups.
  


• 
  Written communication skills.
  

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Academic Records Primary Contact

• Functions as the primary contact at the Academic Records Office.


• Manages calendars for Academic Records personnel for student, staff, and faculty appointments.


• Answers phone calls and routes phone calls to the appropriate individuals in the Academic Records Office and other offices when necessary.


• Reviews and manages content in iVue for student, staff and faculty usage.


• Oversees and grants security access to relevant databases based on FERPA regulations including Student Forms in SCT Banner system.


• Solves problems and troubleshoots when issues arise which are cross-functional in nature within Academic Records.

Committees

• Document Retention in Academic Records, Chair
  
  
  
  • Set policies for document retention
  
  
  • Set guidelines and priorities for scanning
  
  
  • Coordinate schedules and hire students
  
  
  • Assign areas in vault
  
  
  
  


• FERPA, Chair
  
  
  
  • Responsible to lead committee in ensuring all staff and faculty on campus properly trained regarding FERPA
  
  
  • Works with General Counsel to establish internal policies on FERPA and its application to various entities on campus
  
  
  • Makes decisions on content to communicate to campus
  
  
  
  


• Archives Committee


• Student Transitions Committee, secretary

Communication & Training

• Is responsible to know the roles and responsibilities for every staff member of the Academic Records Office.


• Ensures information sharing occurs between all front office areas within the Academic Records Office. Provides training to all front office personnel related to general academic inquiries.


• Facilitates information sharing regarding Academic Records policies and processes between all front office areas of service offices across campus as well as department chairs and administrative assistants.


• Works with the Publications and Communication Specialist in training Andrews’ faculty and staff in Acalog and FERPA.


• Is responsible for the communication plan for matriculated students in collaboration with members from the Student Transitions Committee.


• Conducts training sessions and presents to various constituents on a regular basis.

Grades

• Assists faculty in grade changes and maintaining permanent grade books.


• Handles general inquiries related to grade processes.

Graduation Preparation

• Assists in preparing the printed program and related graduation ceremony materials.


• Assists the Grand Marshall on graduation weekends.

Reports/Verifications

• Processes the enrollment and degree verification inquiries for loan deferments, veterans, and other related needs.


• Works with the Administrative Systems Team in setting up reports needed.


• Compiles and extracts statistical information related to Academic Records Team.

Transcripts & Diplomas

• Handles transcript pick-ups and diploma pick-ups.

Other

• Maintains voicemail log and returns to phone calls promptly.


• Receives, opens and distributes office mail, and responds to mail requests.

General Academic Records Functions

• Assists the Registration Specialist in registration processes in their absence or during peak times.


• Assists the Transcript Specialist in their absence or during peak times.


• Serves as a backup for vault security.


• Performs other duties as needed or requested.

Supervisory responsibilities

• Supervises student workers at the Academic Records front desk.


• Supervises student workers for scanning, filing and other projects.


• Supervises student workers responsible for the preparation of transcripts in the absence of the Transcript Specialist.


• Supervises student workers responsible for processing registration in the absence of the Registration Specialist.

Qualifications

General qualifications and personal qualities

• 
  Bachelor’s degree preferred or equivalent work experience.
  


• 
  Work experience in a professional office setting.
  


• 
  Accuracy and care for details.
  


• 
  Careful attention and commitment to university academic policies.
  


• 
  Effectiveness in meeting deadlines.
  


• 
  Ability to remain calm under pressure.
  


• 
  Decision making and problem solving capacity.
  


• 
  Multitasking
  


• 
  Knowledge of and experience with computer applications, including word processing and spreadsheet packages. Experience with SCT Banner highly valued.
  

Language skills

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  Read and interpret documents such as policy manuals, operating and maintenance instructions, and procedure manuals.
  


• 
  Write routine reports and correspondence as well as additions and modifications to office procedure manual.
  


• 
  Respond to technical questions and clarify degree requirements and related matters.
  


• 
  Written communication skills.
  

Mathematical skills

• Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.


• Compute rate, ratio, and percent.


• Draw and interpret graphs.

Reasoning ability

• Solve practical problems.


• Deal with a variety of concrete variables where only limited standardization exists.


• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

Interpersonal Skills

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  Customer service skills and a caring attitude.
  


• 
  Respect and appreciation for diversity.
  


• 
  Ability to deal with time-sensitive issues and difficult situations.
  


• 
  Speak effectively before groups.
  


• 
  Interact cordially with students, faculty, staff and other service users.
  

Physical demands

The following physical demands are representative of what an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly: Sit, talk, hear and use hands to work with the computer keyboard.


• Occasionally: Walk, reach with hands and arms, and stoop and kneel for filing.


• Occasionally: Lift and/or move up to 25 pounds.


• Vision abilities required: Close vision, and ability to adjust focus.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Noise level in the work environment is usually moderate.