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Records and Enrollment Tech I

Position Summary:

Responsible for timely processing of incoming transcripts, enrollment paperwork, and other documents pertaining to student records. Receives and fulfills requests for National University academic transcripts and transcripts for which National University is designated custodian of records. Receives and processes requests to verify enrollment and degree status. Assists in disseminating and enforcing admissions eligibility information, National University policies and procedures to students, faculty, and staff to ensure compliance and enhance comprehension of institutional policies and procedures, and general information to students, alumni, staff, and faculty.

Essential Functions:

  • Document Processing and Student Record Maintenance
  • Receives and reviews enrollment documents and miscellaneous student records; verifies authenticity of incoming transcripts and miscellaneous documents. Maintains log of all incoming documents. Routes documents for processing in a timely manner.
  • Scans documents into the document management systems, with careful attention to creating clear and legible documents.
  • Verify, index, and upload scanned enrollment paperwork, transcripts, and other documents to the document management system. Update the student information system with received status.
  • Reviews National Student Clearinghouse and incoming transcripts to ensure accurate academic document requirements and student record.
  • Assists with ordering and review of Joint Service Transcripts to maintain accurate document requirements and student record.
  • Continuous quality review of student files, improvement of communications, policy and procedural documentation, and file handling and processes.

Internal and External Inquiries

  • Answers incoming telephone, electronic, and in-person inquiries from students, faculty and staff concerning the status of enrollment documentation, receipt of incoming transcripts, status of outgoing transcript orders, and accuracy of University enrollment and degree information.
  • Provides general information and refers callers to the appropriate staff or department for assistance.
  • Documents inquiries on student files via customer relationship management system and student information system.
  • Primary contact to the University community. Enforces and disseminates University policies and procedures to assure consistent and uniform application of regulations. Assists students and staff with issues or concerns regarding admission and eligibility, with issues or concerns regarding grades and/or attendance, enrollment and degree information, and with transcript orders to assure resolution of the problem or concern.
  • As a secondary contact for the University community, enforces Academic Standing, Satisfactory Academic Progress, graduation requirement policies, and University catalog information. Disseminates general University information related to students’ records.
  • Places outgoing reminder emails and phone calls to external institutions for incoming transcript request follow up.
  • Places outgoing reminder emails and phone calls to students for Request for Transcript follow up and checklist completion support.

Outgoing Transcripts and Letters

  • Daily maintenance and troubleshooting of transcripts orders received via Parchment transcript vendor. 

Attendance Roster Maintenance

  • Coordinates the updates of in-class attendance in collaboration with Regional Operations, verifies University enrollment, and confirmation of degree status.


Education & Experience

  • High School diploma required.
  • Experience in higher education setting, Admissions, and/or Office of the Registrar preferred.
  •  Experience with any of the following programs: OnBase, Oracle CRM Right Now, and PeopleSoft preferred.

Technical / Functional Skills

  • General knowledge of Microsoft Windows and Office Suite.
  • Proficient knowledge of computer use and software packages; preference given to applicants with demonstrated experience/expertise with Windows7 or higher, document management and student information systems.


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