Student Records Coordinator

Location: Hickory, North Carolina 

The student records coordinator plays a pivotal role in the daily operations and management of the registrar’s office at Lenoir-Rhyne University, ensuring the integrity, accuracy and confidentiality of student academic records.This position oversees the comprehensive maintenance, review and approval of all aspects of student records including schedules, transcripts and graduation requirements.

As a mission-critical unit, the registrar’s office seeks to uphold institutional integrity and provide outstanding service by adhering strictly to confidentiality and compliance regulations. The student records coordinator contributes to the mission by implementing processes for efficient operations, handling special projects and maintaining regulatory compliance for all student records. This position is the functional and technical overseer on all matters pertaining to student records, registration and degree certification and is responsible to ensure adherence to university policy and procedure as well as compliance with external regulations for Veterans Affairs and NCAA.

Diversity, Equity and Inclusion

Diversity, equity and inclusion are integral to the university’s commitment to excellence in engagement and education. We are particularly interested in candidates who have demonstrated experience engaging with diversity and equity through activities such as fostering an inclusive environment, working with faculty and/or students from diverse backgrounds and/or incorporating diverse perspectives in their current or previous positions.

Description of Responsibilities, Duties and Tasks

Student Records Management

• Maintain the accuracy of data in student records modules and other systems.
• Complete and disseminate student academic audits for progress toward graduation, NCAA eligibility and Veterans Affairs certification.
• Process student records change requests to include change of program, course drop/add/withdrawal, course substitutions, transfer course approval, credit articulation, university withdrawal and other requests.
• Compile, edit and disseminate complex reports and manage data reconciliation and error correction.
• Assist in developing and implementing comprehensive student data file review procedures.
• Provide quality customer service while maintaining confidentiality and accuracy of student records.
• Respond to inquiries regarding academic standing and enrollment verification.
• Process requests for official/unofficial transcripts.

Veteran Affairs Certification

• Assist the state certifying officer (SCO) with advising and assisting veterans and their dependent students on educational program specifics, eligibility and enrollment processes.
• Assist the state certifying official (SCO) with enrollment certification and monitor student progress for VA compliance and report status changes that affect student eligibility for VA benefits.
• Serve as a liaison with Veterans Affairs, Department of Defense and state approving agencies.
• Ensure compliance with VA regulations in tuition/fee certification and handle enrollment changes.

Academic and Athletic Compliance

• Assist the associate registrar to develop and maintain systems to monitor and certify student-athletes.
• Assist with documentation of NCAA academic eligibility for student-athletes with accuracy and consistency.
• Collaborate with the assistant athletic director for compliance to ensure compliance with NCAA regulations.
• Audit and monitor student-athlete enrollment status, academic progress and eligibility standards.
• Serve as point of contact for athletics for major changes, grade changes, transfer evaluations, etc.

Transfer Articulation

• Process articulation requests in a timely manner.
• Assist with reviewing articulation tables on a regular basis.

Customer and Interdepartmental Service

• Greet and provide guidance to visitors and callers, providing accurate information or referrals to other departments, as needed.
• Provide support and guidance to university staff and departments to clarify degree requirements and university policies.
• Participate in team meetings and collaborative projects with colleagues across various university units.

Event Participation and Representation

• Represent the Registrar’s Office at university commencement ceremonies, campus events related to military service and other events as needed.

Knowledge, Skills and Abilities

Knowledge

• Academic Policies and Regulations: understanding of university academic policies, NCAA regulations, VA regulations and federal laws such as FERPA.
• Record-Keeping Systems: familiarity with student information systems (e.g., PowerCAMPUS, Banner, Colleague) and document management systems.
• Veterans’ Benefits and Education Programs: comprehensive knowledge of VA benefits, military tuition assistance programs and the specific educational programs available to veterans and their dependents.
• Data Management: proficiency in managing, analyzing and reporting data to ensure compliance and to support decision-making processes.
• Compliance and Regulatory Oversight: ability to stay updated with changing regulations and ensure compliance with all academic, state, federal and NCAA guidelines.

Skills

• Organizational and Administrative Skills: ability to manage multiple tasks, organize records efficiently and maintain meticulous attention to detail.
• Communication Skills: strong written and verbal communication abilities to interact effectively with students, faculty, veterans and staff. This includes the capacity to explain complex regulations and policies clearly and concisely.
• Technical Skills: competence in using various databases and software for record-keeping, reporting and auditing. Skills in Microsoft Office suite and any specialized software relevant to student records or veteran services. Ability to learn new technologies and adapt technology to office needs.
• Problem-Solving Skills: ability to identify issues, analyze problems and develop logical, actionable solutions, particularly in situations involving student records or compliance issues.

Abilities

• Discretion and Confidentiality: must handle sensitive information with integrity and confidentiality in compliance with legal and institutional standards.
• Interpersonal Abilities: capable of fostering positive relationships with a diverse range of individuals, including students, veterans, faculty and administrative staff.
• Adaptability and Flexibility: ability to adapt to changes in workload, timelines or job requirements, and flexibility in handling unexpected situations.
• Customer Service: strong focus on providing excellent service to all stakeholders ensuring their inquiries and concerns are addressed promptly and effectively.

Minimum Qualifications

• Bachelor’s degree from a regionally accredited institution or five years administrative experience.
• Exceptional computer skills.
• Exceptional written and oral communication skills.
• Excellent planning, organizational and problem-solving skills.
• Ability to make arithmetic computations and tabulations accurately.
• Knowledge of modern office practices, procedures and equipment.

Preferred Qualifications

• Knowledge of VA educational benefits and state and local veteran’s programs.
• Knowledge of NCAA regulations regarding student-athlete progress towards degree.
• Experience in higher education, especially in registrar’s office or academic advising environment.
• Experience with student information systems (SIS).

Application Process

The review of applications will begin on June 1, 2024, and continue until the position is filled. An application packet must include the following:

• Letter of application specifically addressing the position description, your qualifications and how you have supported diversity, equity and inclusion in your current and previous positions and how you plan to in your work at Lenoir-Rhyne University.
• A resume.
• A list of three professional references, including name, current position, email, address and phone number.

The university’s mission, vision and values statements may be reviewed on the university's About page. Any questions regarding the position or the search process should be submitted electronically to Michele Neary, Interim Registrar, at Michele.Neary@lr.edu.

About Lenoir-Rhyne University

Lenoir-Rhyne University is a co-educational, private masters comprehensive liberal arts institution founded in 1891, with its traditional campus located in Hickory, North Carolina, a town of more than 40,000. The university has instructional sites in Asheville, NC, and Columbia, SC, which include the Lutheran Theological Southern Seminary (LTSS). Situated in the foothills of the Blue Ridge Mountains, Lenoir-Rhyne is less than an hour’s drive from Charlotte, and the Hickory–Lenoir–Morganton Metropolitan Statistical Area has a population of about 365,000. The university now offers more than 50 undergraduate and 30 graduate degree programs to approximately 2400 students. Lenoir-Rhyne University seeks to liberate mind and spirit, clarify personal faith, foster physical wholeness, build community and promote responsible leadership for service worldwide. Affiliated with the Evangelical Lutheran Church in America (ELCA), Lenoir-Rhyne promotes diverse campuses open to people from all religious and non-religious backgrounds. Please visit our About page to learn more about the university.

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