Academic Records Specialist

  • Charlotte, NC
  • Full-time

Job Description

The Academic Records Specialist is a full-time, salaried, non-exempt position responsible for administering the operations of the student records function including student records management, student registration, transcript processing, and certifications of enrollment and degrees in addition to providing exceptional customer service at the counter, over the phone or via email.  This position reported to the University Registrar.

Essential Duties and Responsibilities include the following:

  • Interact on a regular basis with current students, former students and faculty providing exceptional customer services by answering questions and providing academic policy information
  • Manage the processing of student and alumni transcript requests and enrollment/degree verification requests.
  • Process manual registration (i.e., add/drops, pass/fail selections, etc.) and grading activities.
  • Process student status changes (i.e., readmission of students, withdrawals, leave of absences, study abroad, disciplinary updates, University/major suspensions, academic standing, etc.).
  • Responsible for the filing system and physical record keeping.
  • Responsible for the manual entry of biographical-demographic updates including address changes, legal name changes, etc.
  • Review grades and coordinate with faculty to determine last dates of attendance for students who have never or stopped attending.
  • Work collaboratively with a variety of staff and business units across the University, including Admissions, Student Financial Services, Institutional Research, Information Services, and academic units.
  • Serve as the point of contact with the Charlotte Area Education Consortium universities and students who wish to register at Queens.
  • Assist office team members in the completion of a variety of tasks during periods of heavy workload, busy times (i.e. Registration, Commencement, etc.).
  • Ensure a work environment that promotes mutual collaboration and continuous learning and development of all members.
  • Maintain compliance with FERPA, federal and North Carolina regulations and university policies.
  • Oversees the office’s record retention schedule and process.
  • Coordinate and oversee work-study students assigned to the Registrar’s Office.
  • Assist with transfer credit entry as necessary.
  • Assist the department in documenting procedures.
  • Maintain inventory of forms and office supplies; order as needed.

Non Essential Duties

  • Special projects and additional duties to meet University and Department needs.



Experience, Knowledge and Skills Required:

  • Experience working in an office environment, higher education setting preferred.
  • Excellent computer proficiency required, with experience in ERP systems and database support, strong proficiency in MS Outlook, Word, Excel, SharePoint and PowerPoint; ability to quickly learn and assimilate new systems and information. 
  • Proven ability to maintain the utmost confidentiality
  • Strong verbal and written communication skills, problem-solving skills, multi-tasking, attention to detail and accuracy are a must.
  • Proven ability to troubleshoot problems and multi-task.
  • Ability to manage work projects from start to finish
  • Exceptional follow-up and follow-through skills as well as ability to plan, organize and control large and small projects through to completion
  • Demonstrated ability to work in a fast-paced office, ensuring timeframes and responsibilities are met
  • Ability to work with minimum supervision, as well as to accept directions on given assignments
  • High school diploma or GED, some college course work preferred.

Physical Requirements (with or without reasonable accommodation)

  • Visual Abilities:  Read reports, create presentations and use a computer system.
  • Hearing:   Hear well enough to communicate with co-workers, vendors, and students.
  • Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems.
  • Mobility:  Open files and operate office machines; move between departments and attend meetings across campus.
  • Talking:  Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly.
  • Lifting, Pulling, Pushing: Exert up to 50 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Additional Information

  • Work in office environment, involving contact with faculty, staff, graduates, students, executives, donors, service providers and vendors.
  • Work has deadlines, multiple interruptions, high volume and may be stressful at times.

Queens University of Charlotte is a private, co-educational, Presbyterian affiliated comprehensive university located in the heart of Charlotte, North Carolina, and is consistently ranked in the top tier of Southern Regional Masters Universities. The university has more than 2,400 undergraduate and graduate students in programs offered by the College of Arts and Sciences, the McColl School of Business, the James L. Knight School of Communication, the Wayland H. Cato Jr. School of Education, the Andrew Blair College of Health and the Presbyterian School of Nursing. Additional information about Queens University of Charlotte may be found at

Queens offers medical (PPO or a high deductible option with Health Savings Account) and dental insurance, domestic partner benefits, defined contribution retirement plan & supplemental retirement plan, paid holidays, tuition remission, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, qualified transportation expense), long-term disability leave, FMLA leave, reduced cost meals at Morrison Dining Hall, and employee assistance program (EAP).

If this sounds like the right job for you, then use the button below to submit your application.  Be prepared to upload a cover letter, resume or CV, and contact information on three professional references. We look forward to reviewing your application.