Records Specialist

The Records Specialist supports the College by assisting with data entry and processing along with maintenance of paper and electronic records. The Records Specialist serves as the first point of contact for the Office of Records and works with students, faculty, staff, and others in an accessible and friendly manner, exhibiting integrity, confidentiality, consistent responsiveness, reliability, and general knowledge of academic policies and the College as a whole. While responsible to the Assistant Registrar for fulfilling certain responsibilities, this person reports directly to the Registrar.

This position works on-site in Jackson, MS with regular office hours from 8:00am – 4:30pm with a one-hour unpaid lunch break.

• Serve as office receptionist by answering questions or directing inquiries to others if needed
• Receive and process confidential records of unofficial and official transcripts, enrollment-certification, letters of good standing, and degree-verification requests.
• Process name changes and change of address for current students.
• Review AP/IB/CLEP/Cambridge/ACT scores for credit by examination and input as necessary
• Input student’s FERPA preferences
• Handle daily correspondence, photocopying, alphabetizing, as requested by the Registrar
• Primary responsibility for answering the main phone line, receiving and distributing daily mail, and checking and distributing the Office of Records e-mail
• Process registration changes (drop/adds, withdrawals, pass/fails/) as needed and further assist students with registration as needed
• Assist with and attend commencement
• Work pleasantly and professionally with a wide variety of people
• Assist in data entry for all office functions
• Maintain familiarity with data-entry standards, especially when using Colleague
• Verify accuracy of database information and make approved changes as needed
• Maintain relevant office procedures documentation
• Support office activities as needed during staff vacations and other absences
• Participate in assessment of all office functions
• Other responsibilities as assigned

• Bachelor’s degree in a relevant field of study or an equivalent mix of education and experience
• At least two years of previous administrative office experience
• Experience with MS Office suite or related software
• Excellent verbal, written, and interpersonal communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Strong analytical and problem-solving skills
• Ability to prioritize tasks while adapting to the needs of the college
• Excellent work ethic and detail-oriented work practices
• Excellent critical thinking and problem-solving skills
• Collaborative and collegial attitude
• Proficient with or the ability to quickly learn the College’s information system, Colleague

• Interested candidates should email a copy of their resume and a letter of interest to [email protected]. Please reference “Records Specialist” in the subject of your email. No phone calls please.