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Job Description

Registrar's Office

Coordinator of Records Management and Special Projects (#441)


Days per Week: Monday through Friday

Hours per Day: 8:00am to 4:30pm or 8:30am to 5:00pm

Length of Meal Period: 30 minutes

Work/Predicable Periods of Extra Work: Workday of 8 hours may be variable. Employee is required to work weekend and/or evening hours to accommodate orientation, open registration periods, graduation, etc.

Total Hours per Week: 40

Total Weeks per Year: 52

Summary of Duties

The Coordinator of Records Management and Special Projects is a professional resource person for department academic recordkeeping and coordination of special projects. S/he is responsible for retrieving data in an electronic format, particularly during peak reporting points in the calendar. In addition, this individual is responsible for coordinating department activities as related to graduation and the Commencement event. This employee will work with the Assistant Registrar in using the Schedule 25 Space optimization tool for use in assignment of academic space. This employee will share in the responsibility for the new student orientation preparation, act as a backup for National Student Clearinghouse reporting, as well as, provide degree audit support.



A bachelor's degree is required; a master's degree is preferred.

Work Experience Requirements

  • Experience working in a PC environment is required. S/he must have expertise in the use and development of computerized recordkeeping, as well as, experience with Microsoft Word, Microsoft Excel, and in database applications.
  • Experience working in a post-secondary academic setting is preferred.

Special Qualifications

HUMAN RELATIONS REQUIREMENTS - This person must deal with various constituencies of the University, including administration, faculty, staff, student, and parents, as well as, interact with professionals in other institutions. A mature attitude towards interpersonal relationships and the ability to cope with stressful situations in a calm manner are important.

SPECIAL SKILLS - The person in this position is privy to information of a very confidential nature. A fine-tuned sense of integrity and privacy is a must. S/he must bring to the position a maturity and professionalism which results in an independent, self-propelling interest in this service oriented work. The person must subscribe to the mission, goals, and objectives of Marywood University as well as the professional practices and ethical standards of the American Association of Collegiate Registrars and Officers of Admission.

Essential Elements

  • to establish parameters and submit data elements to produce reports to archive for data compatibility and for distribution to departments as needed - most particularly, session reporting at opening, census, and close of term
  • to provide specialized reports as requested by various populations
  • to maintain electronic and hard copy records for currently enrolled students, including entry of advisor assignments for graduate students
  • to monitor the receipt of high school transcripts/GEDs for incoming students
  • to process grades, primarily grade changes
  • to provide for running of the Schedule 25 optimization process of space allocation under the direction of the Assistant Registrar
  • to provide for the transmission of the diploma order, verification of order, proofing of diplomas
  • to monitor applications for graduation and applications for walking status and to process completions of graduates
  • to coordinate line-up order of diplomas for distribution at Commencement
  • to maintain graduation completion statistics and provide data regarding graduating class
  • to assist in preparations for orientation
  • to monitor the academic records email address, as well as, assist in monitoring the general registrar's email address
  • to assist in the degree audit process

Other Elements

  • to participate in planning and coordination of office activities
  • to stay abreast of changes in federal and state laws which affect student recordkeeping
  • to stay abreast of University policies affecting faculty and students, and determine ramifications for recordkeeping 
  • to provide for the completion of other awards such as certificates on the student information system, as needed
  • to assist in the student service area
  • to function as a full participant in all aspects of the work of the Registrar's Office/Academic Records area and cross train in order to forward the work of that office efficiently
  • other duties as assigned

Physical Demands

  • the applicant must have the stamina and personal drive to deal with the demands and complexities of this position, including long hours when necessary
  • the employee must sit for extended periods, utilizing a personal computer a great deal of the time
  • the employee must have the mobility to assist faculty and students at service areas, and to retrieve student files and other hard copy records
  • the employee must have the ability to process diplomas for dissemination at the Commencement Ceremony

Marywood University is committed to being an equitable and inclusive workplace, and we encourage applicants who share our vision to apply. EEO/AA employer.
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