Records Specialist
Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.
Job Title: Records Specialist
Department: Office of the Registrar
Reports to: Registrar
Status: Full-Time, Benefit Eligible
Rate: $16.11 - $17.25 per hour
Location: Lisle Campus
Position Summary: The Records Specialist is the front-line staff member who greets and provides students, staff, and faculty with friendly customer service. This person will also provide information related to registration, answer phones in a professional and courteous manner, assist with maintaining student, process transcript requests, process changes to academic records in PeopleSoft, and maintain student database information. The Records Specialist is also responsible for maintaining office forms, assist with student worker training, and may update the website content.
Essential Job Responsibilities:
1. Create a welcoming and supportive environment in the Office of the Registrar and Ben Central for students, faculty, and staff.

• Deliver outstanding customer service to everyone on campus.
• Responsible for overseeing the receipt and completion of academic forms including change of academic plan, incomplete grade requests, withdrawals, university withdrawals, and leave of absence requests.
• Process education verifications and transcript requests and resolve any issues that arise while coordinating with external vendors.
• Manage mail operations, including overseeing mailings, handling internal office mail, and processing returned mail.
• Assist students with navigating the student portal and website, answering registration and graduation questions, verifying information, and completing forms.

2. Update and Review Student Academic Records in Sales Force and PeopleSoft.

• Use critical thinking to identify when records need updating based on received student transcripts.
• Modify student details in Salesforce and PeopleSoft, such as academic program plans, advisors, student groups, service indicators, and expected degree terms.
• Post grade rosters and contact instructors to address any grading issues.
• Process requests for add/drop courses, university withdrawals, leaves of absences, and changes to academic plans.
• Assist departments and Registrar Office team with registration questions, including issues related to permission numbers, off-campus program enrollments, and troubleshooting registration problems.
• Update student demographic data and handle FERPA forms when student workers are unavailable.
• Run and save student admission letters.
• Enter non-traditional student applications into PeopleSoft and Salesforce.
• Manually withdraw applications from PeopleSoft and Salesforce before the term begins.
• Review student files for completeness using the registered student report.

3. Organize and manage both electronic and physical student records:

• Manage both electronic and physical student records, including organizing and maintaining files in electronic storage and physical file rooms.
• Handle the flow of student files by activating new files and archiving those for students who graduate or discontinue their studies.
• Maintain records for new, active, and inactive students
• Process and save submitted student transcripts and credentials, both electronic and hard copy, in the shared file transcript repository. Ensure the proper application of credentials to student records or department stakeholders.
• Navigate between Salesforce and PeopleSoft to apply credentials and update records appropriately.
• Run queries each semester to verify that student records are up to date, including those related to returns from leave of absence and inactive students.
• Retrieve files as needed.

4. Assist with various tasks related to PeopleSoft and student records:

• Update routine "How To" guides for assigned procedures or policies.
• Work with the processing team to troubleshoot and adjust student onboarding and enrollment issues in PeopleSoft.
• Assist with testing of PeopleSoft and other record-keeping systems.
• Help with the preparation, distribution, and tracking of graduation audits.
• Audit the TCE Outbox to post transfer credit in PeopleSoft.
• Update shared Teams spreadsheet with status of credit evaluation.
• Guide students and campus community members on basic PeopleSoft processes.

5. Provide various Student Information Systems reports and queries as requested by the University Registrar for campus community.
6. Manage student appeal process including intake and correspondence on behalf of office.
Other Functions:
1. Provide excellent customer service to students, staff, faculty and other visitors while observing FERPA regulations.
2. Assist with general office coverage including answering phones, voice mails, and lunch breaks.
3. Serve as back-up to Assistant Registrars as needed.
4. Attend and participate in professional development opportunities both on and off campus.
5. Other duties as assigned.
Required Qualifications:
Education: High School Graduate/GED Required, Bachelor's Degree Preferred
Experience: Minimum two years of experience in an education setting preferred.
Specific Skills: Computer proficiency (Word, Excel, Access, Outlook, web proficiency) required. Person needs to be a self-starter, self-directed, detail-oriented, ability to multi-task. Strong interpersonal, organizational, phone, and writing skills are required as well as an attitude of serving and putting the students first.
Specific Knowledge, Licenses, Certifications: N/A
Physical Requirements: May be required to lift up to 50 lbs. Must reach, bend, stoop, lift. Must sit, walk or stand for long periods of time. Ability to handle varying levels of stress while maintaining professional demeanor. Possible lifting, bending, walking, kneeling, stretching, and stooping. Frequent districtwide and statewide travel; frequent prolonged and irregular hours; outdoor exposure to sun/heat or cold weather.
Ability to speak clearly so listeners can understand. Understand the speech of another person.
See details of objects that are less than a few feet away or are more than a few feet away. Must be able to stand for long periods of time. General Customer service and office environment.
The following of campus specific guidelines for pandemic protocols are required.
Travel (If applicable): N/A
Supervisory Responsibility (if applicable): N/A
Working Conditions: General Office Environment
Training: As a university employee you are required to complete all University-specific and/or OSHA related training to fulfill your job duties. Specific training will be conducted online or in person. Employees must complete all trainings required by Benedictine University.
Employee Benefits Package:
We are pleased to offer the following benefits to support your health, well-being, and professional growth. Please note that benefits are subject to change and eligibility requirements may apply:

• Health Insurance : Comprehensive medical, dental and vision coverage to support your health needs.
• Disability Insurance : Protection for both short-term and long-term disability.
• Life Insurance : Financial security for your loved ones in case of the unexpected.
• Paid Time Off (PTO) : Generous paid vacation, sick leave, and mental health days.
• Retirement Plans : Save for your future with our retirement savings options.
• Mental Health Support : Access to counseling and resources for mental well-being.
• Tuition Reimbursement : Financial support for your education and professional development.
• Financial Wellness Advisors : Personalized advice to help manage and plan your finances.
• Employee Assistance Programs (EAP) : Confidential support for personal or work-related challenges.

Benedictine University does not discriminate in itsadmissions or educational policies, programs or activities; scholarship andloan programs; athletic and other University administered programs oremployment practices on the basis of race, creed, color, national origin, sex,sexual orientation, age, disability, military or veteran status, maritalstatus, citizenship, or any other characteristic protected by applicable law.The laws applicable to Benedictine University include constitutional andstatutory protections of the University's rights as a religiously sponsoredinstitution. This policy of equalemployment opportunity applies to all employment and personnel practicesincluding, but not limited to, recruiting, hiring, promotion, training andcompensation.
In compliance with federal law, all persons hired will berequired to verify identity and eligibility to work in the United States and tocomplete the required employment eligibility verification document form uponhire. The following of campus specificguidelines for pandemic protocols are required.
Benedictine University is an Equal Opportunity Employer.