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Student Records Specialist - Bay Path University

Company: Bay Path University
Location: Longmeadow
Posted on: March 16, 2023

Job Description:

Location: Longmeadow, MA Category: Administrative / Staff Posted On: Mon Mar 6 2023 Job Description:
Supervisor: Senior Associate Registrar

Position Code: STRS

Status: Full Time

Hours: 8:30-5:00 Mon-Fri, with some evenings & weekends required

Job Location: Hybrid (Longmeadow Campus)

Exempt (Yes/No): No


The Student Records Specialist is responsible for the timely and accurate processing of student records and requests related to academic information. This position will be cross-trained to assist with day-to-day functions of the Registrar's Office. To be successful in this position, individuals must possess excellent communication skills (in person, via phone, and via email), high attention to detail, critical and creative thinking, flexibility, and an ability to work collaboratively with all members of the University community.


  • Responsible for maintaining front-end communication for the Registrar's Office; including fielding calls from the main office phone line, responding to inquiries from the Registrar email account, and assisting student walk-ins
  • Processes transcript and enrollment verification requests
  • Ensures that contact information, important dates, forms, and other related documents for the Registrar's Office are accurately and regularly updated on the MyBayPath Portal, the Google Drive, and in other shared areas
  • Maintains accurate and updated student records in Jenzabar, including processing of add/drops, enrollment status updates, major/program changes or declarations, grade changes, and other functions as necessary
  • Handles reservations for academic space on the Longmeadow and East Longmeadow campuses
  • Assists Registrar staff with performing mail merges (for both physical letters and emails) related to academic standing and student status
  • Responsible for office supply ordering
  • Oversees the hiring, scheduling, responsibilities, and training of office work study students
  • Assists with the evaluation and entering of external credits (transfer, ACE, AP, CLEP, IB, etc.) to student records, verifying exceptions with the University Registrar as needed
  • Upholds internal, federal, and Massachusetts Department of Education policies and procedures, integrity and ethical standards
  • Provides excellent customer service in support of a student-centered culture
  • Supports the planning and execution of Commencement ceremony, and assists with management of student regalia and diploma orders
  • Remain informed on Family Educational Rights and Privacy Act (FERPA) guidelines and provides training to work study students and other individuals on an on-going basis as needed
  • Assists with the production, maintenance, and schedule of communications from the Registrar's Office
  • Attends meetings, conferences, trainings, and workshops to keep up-to-date on topics relating to registration, procedures, and student records
  • Complete other assignments as directed by the University Registrar


    If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

    This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.


    • Work Study Students

      Job Requirements:
      • Two years of college or three years of clerical experience.
      • Excellent interpersonal, time management, and organizational skills with strong attention to detail
      • Strong ability and knowledge of data management
      • Familiarity with Jenzabar or other student information system preferred
      • Proficiency with Microsoft Word and Excel required. Experience with Microsoft Outlook and the Google Suite preferred.
      • Ability to learn and follow standard student privacy and record-keeping procedures, including those outlined in the Family Educational Rights and Privacy Act (FERPA), by the American Association of Collegiate Registrars and Admissions Officers (AACRAO), and various guidelines as set forth by accreditors other legal entities.
      • Ability to handle confidential and sensitive information with discretion and diplomacy, and within FERPA guidelines.
      • All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
      • Must adhere to University COVID-19 testing, symptom tracking and all other COVID protocols established by the University.
      • Ability to deal effectively with a wide range of people.
      • Excellent verbal, written and interpersonal communication skills
      • Valid U.S. driver's license
      • Must successfully pass the online Safe Driving Course (within 15 days of hire) and driving record check at time of hire and annually thereafter.
      • Willingness to work a flexible and extended schedule, including weekends and evenings, when necessary.
      • Should be committed to a culture of diversity, equity, respect, and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.
      • General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.
      • Ability to adhere to University policies and procedures.

        Additional Information:
        Commitment to Diversity, Equity, and Inclusion

        Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.

        Please see job description


Keywords: Bay Path University, Springfield , Student Records Specialist - Bay Path University, Other , Longmeadow, Massachusetts

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