University of Minnesota Hiring for Record Services Specialist – Office of the Registrar, Duluth at Duluth, MN  Full Time

Probationary Period: 6 months
Percentage of Appointment:100%
Employee Group: Civil Service
Salary Range: $43,409.60 – $53,000

Purpose & Objectives:
The Record Services Specialist uses strong customer service skills and communication
abilities to provide effective service to students, faculty, and staff while managing large
sets of data in electronic and paper form. Collaboration with others is essential as the Registrar team members analyze processes and deliver timely academic record services with the highest levels of record accuracy, reliability, and usability. The Record Services Specialist regularly assesses current and future needs, analyzes and recommends policy, implements best practices, and supports information compliance with policies and established practices, including quality control procedures and record audits. Responsibilities include active
participation in Record Services planning and documentation. This position may supervise or assist in the supervision of staff and student employees including mentoring and coordinating professional development. The Record Services Specialist will foster strong collaboration across all units within Enrollment Management and contribute to the success of the entire enterprise.

Major Job Functions, Duties & Responsibilities:
This is a hybrid position that requires in-person presence with remote working opportunities.

(65%) Manage Academic Records

• Independently manage large and complex transfer credit services and record business processes using integrated computer information systems.
• Analyze, review and recommend process improvements.
• Create, update, and audit records to ensure accuracy and regulatory compliance.
• Serve as an expert resource for students, faculty, staff and administration.
• Represent the Office of the Registrar on university committees
• Make recommendations for policy and practice changes based upon qualitative and
  quantitative data.
• Supervise student employees, which may include hiring, development, promotion, transfer, dismissal and salary recommendations; coordinate tasks with other members of the office team.
• Interpret and explain a wide range of policies, procedures, and guidelines including the enforcement of the federal Family Educational Rights and Privacy Act (FERPA) and various other University and campus academic policies.
• Assist in the development and ongoing use of established processes to assure service integrity.
• Participate in writing and maintaining effective documentation and training materials;
  deliver ongoing training.

(30%) Facilitate Problem Solving and Process Improvements

• Participate in business process discussions, testing and maintenance of complex, enterprise information systems to ensure accurate academic records and services.
• Regularly use data analysis skills to inform decisions; use standard business tools (e.g. Excel, Word, etc.) to understand and present complex information.
• Collaborate with other professionals within the University, including vendors.
• Research and implement best practices for business process efficiency and effectiveness.
• Effectively collaborate to manage operations, solve problems, enforce policy and effectively communicate.
• Participate in special projects.
• Perform on-going evaluation of work and establish performance benchmarks.
• Develop or enhance campus business process initiatives and requirements in line with
• departmental goals.
• Maintain knowledge of and remain in compliance with federal, state, and local regulations and professional standards.

(5%) Perform other duties as assigned.

Required:

• BA/BS plus at least 2 years of relevant experience, or a combination of
  education and relevant work experience equal to at least six years.

Preferred:

• At least 1 year of experience of communicating with stakeholders
• Demonstrated ability to perform multiple tasks simultaneously with consistently
  high accuracy; analytical ability to resolve both procedural and system
  problems
• Demonstrated ability to operate with a high level of independence, routinely
  making critical decisions and exercising sound judgment
• Demonstrated ability to effectively analyze data
• Two years demonstrated experience in working with computer information
  systems
• Demonstrated experience in the area of customer service including strong
  listening, informed decision making, and the ability to handle a wide range of
  personalities and situations.
• Demonstrated leadership in a setting of required collaboration and teamwork.
• Demonstrated experience handling confidential information
• Demonstrated commitment to equal opportunity and ability to work with and
  engage with others from different backgrounds and cultures.
  * Knowledge of academic records, Campus Solutions/PeopleSoft student
  administration (Oracle), degree audit and transfer credit systems
  (DARS/DARwin/uAchieve,TES, U.Select), or related integrated systems
  * Experience with MS Word, Excel, PowerPoint, Google Education Suite tools

The primary purpose of the Office of the Registrar (OTR) is to support the University’s values, mission and objectives by serving as the office of academic records and compliance for students, faculty, staff, alumni, and the public. The UMD Office of the Registrar’s mission is to make a positive difference in the lives of the UMD community. Major objectives include establishing and managing accurate and reliable academic records; providing efficient, knowledgeable and respectful delivery of services; developing solutions to academic challenges, and enforcing UMD’s academic records compliance obligations. The Office of the Registrar is committed to cultivating and sustaining an environment that is diverse, equitable, and inclusive. Fairness, honesty, accuracy, timeliness, and consistency are OTR team values that help support a high quality, comprehensive, and diverse educational environment for everyone.

Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Complete applications must include:

1. Letter of application/cover letter
2. Current resume/curriculum vitae
3. Finalists will be asked for contact information for 3-5 professional references

Review of completed applications will begin on 6/14/2024. This position will remain open until filled.

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report’s “America’s Best Colleges” issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD’s many research institutes and labs.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).