Records Specialist

The Records Specialist supports the mission of UMR by maintaining current and historical student and program academic records. While primarily assisting the Registrar, the duties of this position will also intersect with the Center for Learning Innovation, Admissions, and Data.

The Records Specialist is responsible for managing and maintaining student records data for degree-seeking Undergraduate students to ensure successful and timely degree completion and accuracy of the student record. This position also creates records and enrollment for undergraduate non-degree seeking students, processes transfer credit for students, including transcript entry, and enters and maintains course schedule information.

This position relies heavily on the ability to properly manage data and to document and improve processes. The role requires a technology savvy individual who is comfortable working with a variety of systems, which include (but are not limited to) PeopleSoft Campus Solutions (including the use of queries), Jadu, Microsoft Office suite, Document Management software, Google applications, and Constituent Relationship Management (CRM) software.

Key Responsibility Areas
Academic Records Management: 40%

• Work with advising and student services staff on records related issues.
• Work in collaboration with the Registrar, OneStop, and the Center for Learning Innovation to manage and maintain accurate student records.
• Navigate various records systems (e.g., SIS, document management system, archived records) to respond to various institution and student inquiries.
• Provide support for records corrections, updates, and process maintenance such as bracketing of repeated courses and adding/removing second majors/minors.
• Maintain capstone requirement records.
• Initial review of undergraduate degrees prior to posting by Registrar.

Enrollment & Transfer Credit Management: 30%

• Enrollment
  • Support non-degree enrollment, including record set-up and related communication with students, departments, and others.
  • Enroll undergraduate students in specialized cohort-based programs (e.g. BSHP, NGM)
  • Enroll undergraduate students who have been approved for exceptions (e.g. third registration attempt).
• Transfer credit
  • Enter in new student transcripts and any transfer transcripts.
  • Maintain the transfer rules database as directed by the Registrar.

Course Scheduling: 20%

• At the direction of the Center for Learning Innovation staff, enter in course schedule information.
• Maintain schedule information, including external resources such as Google Calendars.
• Manage and fulfill room scheduling requests.

Compliance & Data Quality: 10%

• At the direction of the Registrar, review data integrity queries and adjust/correct student records data as needed.
• Lias with UMR data team to ensure accurate and efficient reporting of data to the UMN system and other key entities

Work Location and Schedule
This position is a full-time position which requires 40 hours per week, 12 months per year. This position is expected to work in person on the Rochester campus. Hybrid and flexible working arrangements are determined upon hire between employee and supervisor.

Minimum Qualifications
* BA/BS degree plus at least two years of relevant experience, or a combination of education and relevant work experience to equal at least six years.
Preferred Qualifications
* Demonstrated experience working with PeopleSoft Campus Solutions or other campus data systems, particularly the student records modules.
* Demonstrated experience with customer service or a similar skill for a minimum of 2 years.
* Proven ability to use professional judgment to solve problems related to each function.
* Proven excellent communication and customer service skills; must be able to initiate and answer correspondence from faculty, staff, and students.
* Proven ability to interpret and follow general guidelines and establish priorities.
* Proven ability to independently resolve problems and make recommendations.
* Proven ability to consult with and/or advise students on records, registration, certification or related problems.
* Demonstrated success in working in a team setting; ability to work individually and collaboratively.
* Familiarity working in a higher education setting and with policies and procedures.
* Experience working with document management systems and workflow tools.
* Commitment to the mission of UMR and a diverse and inclusive environment.

Pay Range: $48,000 - $57,000; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota Rochester (UMR)

At the University of Minnesota Rochester, our vision is to transform higher education through innovations that empower graduates to solve the grand health challenges of the twenty-first century. UMR prepares students for a broad spectrum of career pathways including pre-med and patient care; psychology and mental health; business and leadership; health technology; public policy and global health; and research, discovery, and cures.

The campus community serves almost 1,000 undergraduate and graduate students in the heart of downtown Rochester and continues to grow in size and influence through creative partnerships. At UMR, relationships and research drive student success. Learn more about UMR.

The University of Minnesota is proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022-24).