Senior Academic Records Assistant

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Senior Academic Records Assistant

Duties: Maintains and updates academic records for undergraduate students, evaluates forms and uploads information in various University systems. Serves as initial contact for questions on the policies and procedures for the School of Engineering and enforces FERPA and University Privacy Policies. Assists with maintenance and implementation of the electronic degree audit system and, monitors students’ academic records as they progress toward completion of degree, major, and/or minor requirements. Note that the ability to work weekends during the June graduation period is required. Updates academic records using the Student Information System, McCormick Advising System, ImageNow, and other University systems on a continual basis. Evaluates and posts to student record: plan and program changes, catalog year changes, petition information, bridge program attendance, name changes, and advisor updates. Assists with the maintenance and implementation of the electronic degree audit system. Analyzes varied and complex requirements from sources provided by the curriculum committee, departments, and the Undergraduate Catalog. Enters the degree requirements in the electronic degree audit system, running coding decisions through an extensive testing scenario to ensure accuracy before seeking sign-off approval from the administrative deans and/or the area supervisor. Performs quarterly course list updates. Creates and maintains course listings in CLSS. Analyzes, determines and implements the best method/process for entering in the electronic degree audit system all individual course substitutions, course waivers, and requirement changes. Assists with the review and evaluation of undergraduate seniors’ graduation petitions during peak graduation seasons. Understands and applies university policies and college approved curricular requirements. Assesses student status with respect to completion of degree requirements and takes timely action to identify and correct deficiencies. Serves as liaison with students, parents, advisors, administrators, and deans to understand, clarify, and explain academic and transfer credit policies as well as procedures. Communicates with students, advisors, deans regarding students’ progress towards degree completion and awarded transfer credits. Maintains compliance with and enforce the students' rights under the Family Education Rights and Privacy Act (FERPA). Responds to degree requirement, graduation completion inquiries and transfer credit questions in writing, in person or by phone. Daily use of electronic degree progress reports, official transcripts, electronic imaging and workflow system, and Excel spreadsheets. Performs related duties: registering students for classes, front desk coverage, and other duties as assigned. Assists in system testing when software upgrades and fixes are sent from the vendor.

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