Supervisor - Records

University of Southern Mississippi - Hattiesburg, MS

Full-time - Mid Level

Hattiesburg, MS

Educational Services

About the position

The position of Records Supervisor within the Office of the University Registrar involves overseeing the daily operations of the Records area. This role carries the responsibility of managing academic records while adhering to established security protocols and procedures. The Records Supervisor will collaborate with the campus community and external vendors to streamline and optimize student record-related processes, including but not limited to transcript processing, grade and record changes, academic standing adjustments, biographical information updates, and the management of imaged records. In this role, the Records Supervisor plays a crucial part in maintaining the integrity and accuracy of academic records, ensuring compliance with academic policies, and enhancing the overall efficiency of record-related processes.

Responsibilities

• Supervise Employee Leave Time: Maintain an accurate schedule of personal and sick leave for staff in the records area.
• Supervision: Oversee the student records section of the Registrar's Office, which includes implementing approved academic policies, ensuring the security of student records, and updating procedures in line with academic policy changes.
• Business Process Development: Develop and continually update efficient business processes within the student information system for the student records area that include grade/academic record changes, academic standing, updating biographical student information.
• Document Imaging: Supervise the imaging of documents associated with a student's educational record.
• Transcript Processing: Supervise the transcript processing section of the Registrar's Office. This involves collaborating with third party vendor to ensure the timely processing of transcript requests, supervising data entry and verifying the accuracy of historical records converted to the current student information system. Also, ensure proper audit procedures are followed for accounting of student transcripts.
• Perform any other duties as assigned.

Requirements

• Associates degree from an Accredited college or University and accumulated three years of hands-on experience in roles requiring strong office management skills and attention to detail.
• Strong knowledge base of University policies and procedures as it pertains to student enrollment.
• Working knowledge of campus departments across the University.
• Working knowledge of PeopleSoft.
• Excellent communication, interpersonal and organizational skills.
• Ability to work with multiple departments across campus.
• Strong analytical and problem solving skills.
• Proficient with Microsoft Excel and ability to use Microsoft Word.

Nice-to-haves

• Bachelor's Degree.
• Three to five years' experience working with PeopleSoft.
• Experience working at a Higher Education Institution.
• Supervisory experience.