Records Specialist

Embry-Riddle: A Global Leader in Aviation and Aerospace

With vibrant campuses in Daytona Beach, FL and Prescott, AZ, plus a Worldwide network across approximately 120 locations, Embry-Riddle stands as the world's largest aviation and aerospace university. For over 95 years, we've been pioneering education in STEM fields, serving over 11,600 residential students and 19,200 globally in the 2023-24 academic year with cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space.

The Opportunity:

Embry-Riddle Aeronautical University is seeking a Records Specialist to join the Office of the Registrar at the Daytona Beach campus. Reporting to the Associate Registrar, the Records Specialist is responsible for performing a variety of academic record support activities while ensuring a high level of accuracy and customer service. This position provides professional, responsive assistance to students, parents, faculty, and staff, maintaining and updating academic records in the student information system and supporting the daily operations of the Registrar's Office. Responsibilities include processing student academic record updates, such as grade changes, minors, and program specialization; generating and issuing official paper and electronic transcripts; and preparing and verifying enrollment certifications. The Records Specialist also partners with the Flight Department to confirm completion of FAA certificates and ratings, posting flight credentials to student records, and assists with various data management and technical functions necessary for the efficient operation of the office.

Responsibilities include the following:

• Utilize the current student information system, Parchment transcript system, and all other ancillary record systems to accurately retrieve and update student academic records. Performs complex academic records requests, including, but not limited to, class registration, graduation applications, academic evaluation requests, transcripts requests, grade changes, program and minor changes, and enrollment verifications requests from various agencies. Ensure accuracy of record-keeping by routinely verifying work products.
• Provide stellar customer service by having a thorough understanding of academic regulations, rules, policies, and procedures related to Registrar functions and applying the knowledge to the provision of information, problem-solving, and information processing. For example, process student record requests, process student enrollment requests from students and various agencies, and generate official ERAU transcripts for active and inactive students.
• Respond to Registrar inbox emails, direct emails, Call Center escalations, and Teams channels to assist students and other campus stakeholders regarding advanced course registration. Responsible for counseling appropriate students and personnel on individual student record matters. Requires a broad base knowledge of all procedures and policies, i.e., withdrawals, registrations, grades, matriculation, and transcripts.
• Responsible for processing flight grades, registration, and all flight certificates/ratings awarded by the Federal Aviation Administration (FAA) to the student's academic record. Clarify and confirm the accuracy of transactions with the Flight Department as necessary.
• Review and process official transcripts received from other higher education institutions for the application of transfer credit in consultation with Academic Evaluators.
• Analyze student records, system processes, and document outcomes from system testing and integration strategies for PeopleSoft Student Information System.
• Audit student records to identify discrepancies and collaborate with the supervisor to achieve a resolution.
• Maintain confidentiality of student records in compliance with the Family Education Rights and Privacy Act (FERPA) and take measures to protect official records from unauthorized release, accidental damage, or disposal.
• Archive, retrieve, and interpret student record information from the University Imaging System.
• Serve as a member of various office and/or campus committees.
• Assist with office events as assigned.
• Perform other duties for the department as needed.

Perks Await You at Embry-Riddle!

• Health Benefits: Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your health-because your journey to wellness should be rewarding! Buckle up for a healthier, happier you!
• Tuition Coverage:Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions:ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period.

• Generous Time Off:Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.

Required Qualifications:

• High school diploma or GED.
• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, including Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Ability to develop detailed knowledge of ERAU academic policies, procedures, standards, and curricula.
• Ability to relate to students, faculty, and staff in a helpful and professional manner.
• Possess effective oral and written communication skills.
• Possess the ability and knowledge necessary to conduct a detailed analysis of academic records.

Application process/requirements

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R310435. Please attach all relevant materials to your application when you apply online. Complete submissions include:

Cover letter

Full Resume

Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

Current Embry-Riddle employees:Please apply directly through the ERAU Employee Hub Central application within Workday.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions - including hiring, promotions, compensation, and other terms of employment - based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.