Operations and Records Specialist

Department: Academic Affairs

Classification: Education Support Spec 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Office of the University Registrar actively supports and leads change while serving as a strategic partner to those the Office serves, focusing on ways to become more efficient, effective, and improving services to university constituents in meeting the needs of an evolving higher educational environment.

About the Position:

The Operations and Records Specialist has primary responsibility for first-level oversight of record imaging and updating and maintaining accurate student academic records. The role communicates and solves problems regarding academic policy and procedure as it affects the student's academic record. The Specialist serves a customer base including students, faculty, and staff and shares in general record-maintenance duties with other Registrar staff.

Responsibilities:

• Manages the optical scanning and indexing of current transactions, including physical forms as well as electronic documents, such as pdf files from Dynamic Forms and other sources;
• Tracks the activity of each team’s document types including, but not limited to, Operations (grading, withdrawals, etc.), Degree Compliance (conferrals), Domicile (appeals), Certifications, the Mason Student Services Center (Senior Citizen Waiver, change of program), and FERPA;
• Serves as the primary resource for departmental staff managing student files and/or imaging records;
• Assists with cross-functional support, forms and transcript processing, and occasional special needs as requested. Assists students, faculty and staff with issues related to course registration, grading and records, transcripts, and graduation;
• Maintains the security of student and academic records;
• Logs and tracks original student records sent to Record Management for shredding; and
• Adheres to FERPA guidelines and follows university protocol for protecting the documents with appropriate safety and security measures. 

Required Qualifications:

• Experience providing customer service to an assertive clientele;
• Experience balancing competing priorities;
• Experience with various electronic/office productivity applications, including e-mail, word processing, and database or (Excel) worksheets;
• Experience with the application of rules and regulations;
• Customer service skills and attention to detail;
• Communication skills with the ability to explain rules or policies to others;
• Ability to re-focus after frequent interruptions and function in a busy work environment;
• Ability to handle multiple assignments and prioritize work tasks; and
• Ability to think logically through steps in a process.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience with mainframe computer applications;
• University experience; and
• Banner student experience.

Instructions to Applicants: 

For full consideration, applicants must apply for Operations and Records Specialist at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover letter/Letter of Intent with Resume for review.

Posting Open Date: April 25, 2025

For Full Consideration, Apply by:  May 9, 2025

Open Until Filled:  Yes