Student Records Coordinator

About Roanoke College

Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experiences, giving students the mettle, mindset, and empathy to pursue lives of purpose, build meaningful careers, and meet society’s most pressing needs. Located in scenic Salem, Virginia, Roanoke College is an intimate, welcoming community that has served the local region and beyond for nearly 200 years. Now, we’re building on momentum and offering a Roanoke experience for today’s students and a legacy that belongs to every Maroon. Learn about the College's new strategic plan, Imagine Roanoke: A Strategic Plan for Roanoke College and the 21st Century Learner.

Roanoke College is a nationally ranked residential liberal arts college affiliated with the Lutheran Church (ELCA), located in the beautiful Roanoke Valley of Virginia. A Phi Beta Kappa institution, Roanoke College is an equal opportunity employer and actively seeks diversity among its faculty, staff, and students; women and members of under-represented groups are especially encouraged to apply.

The Position

The Student Records Coordinator serves as the point of first contact for the registrar’s office, answering general inquiries from students, faculty, visitors, parents, and referring more specific inquiries to appropriate persons. This position provides administrative support in processing various documents, channeling the flow of information to students, faculty and staff, using Colleague and Entrinsik Informer to complete research and to create letters, lists and other reports, and opening and distributing mail.

Key Responsibilities:

• Provides effective customer service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to registrar functions and applying that knowledge to assisting students, faculty, staff, and alumni.
• Answers phone and in-person inquiries and assists students, faculty, parents and staff.
• Monitors Registrar’s e-mail account; forwards e-mail to appropriate staff member for response; answers e-mail pertaining to duties of this position.
• Maintains the integrity of academic records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.

o Input and update data: program declarations, advisor information

o Input and update data collected from student information form including student and parent/guardian addresses, phone numbers, email addresses, emergency contact information

• Serves on the Data Standards Group
• Facilitates the enrollment process by providing information about changes of schedules, withdrawals, refunds, grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, overloads, special courses, etc.
• Prepares enrollment and graduation verifications; monitors and resolves exceptions on Clearinghouse verifications.
• Transmits Clearinghouse reports for enrollment and degree verification several times each term; serves as liaison to IT for Clearinghouse reporting.
• Oversees the review, with the assistance of student office assistants, of all new student files for content accuracy.
• Monitors access to student files on OnBase and oversees the electronic filing of materials into student folders
• Serves as School Certifying Official for processing of VA benefits.
• Supports registrar functions by processing transcript requests, filing and purging of records, processing incoming and outgoing mail, and other clerical tasks.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Contributes to the overall success of the department by performing all other duties as required.

Education, Experience, Skills, and Abilities:

• Associate’s degree
• At least 3 years in a related position with experience in higher education preferred.
• Able to handle large call volume and face-to-face inquiries in a friendly and professional manner.
• Strong interpersonal, communication, and organizational skills required
• Proficient in MS Office products, with an ability to learn College specific software