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: Associate Registrar

Rate: $17.00 - $17.25

Location: Lisle Campus

Position Summary: TheRecords Specialist serves as fr ont-line representative of the Office of the Registrar, providing friendlyand professional customer service to students, staff, and faculty. This role is responsible for the reception area of BenCentral and provides many supportiveroles in the office including assistance with course registration, answering phone inquiries courteously, and assisting with the maintenance of studentrecords. Duties include processing transcript requests, updating academic records in PeopleSoft, and managing student database information. The RecordsSpecialist also maintains office forms, supports the training of student workers, and may contribute to updating website content.

1. Front-LineStudent Services and Support

• Create a welcoming and supportive environment in theOffice of the Registrar and Ben Central for students, faculty, and staff.
• Deliver outstanding customer service to all campusconstituents.
• Oversee the receipt and processing of academic forms,including changes to academic plans, incomplete grade requests,withdrawals, university withdrawals, and leave of absence requests.
• Process education verifications and transcriptrequests, resolving issues in coordination with external vendors.
• Manage mail operations, including outgoing ma ilings,internal office mail, and returned mail.
• Assist students with navigating the student por taland website, answering registration and graduation questions, verifyinginformation, and completing forms.

2. StudentAcademic Records Management

• Review and update student academic records inSalesforce and PeopleSoft using critical thinking and attention to detail.
  
• Modify student data such as academic program plans,advisors, student groups, service indicators, and expected degree terms.
• Post grade rosters and follow up with instructors toresolve grading issues.
  
• Process requests for course add/drop, universitywithdrawals, leaves of absence, and academic plan changes.
  
• Support departments and Registrar Office staff withregistration-related inquiries, including permission numbers, off-campusprogram enrollments, and troubleshooting.
  
• Update student demographic data and manage FERPAforms when student workers are unavailable.
  
• Run and save student admission letters.
  
• Enter non-traditional student applications intoPeopleSoft and Salesforce.
  
• Manually withdraw applications from systems prior toterm start.
  
• Review student files for completeness using theregistered student report.

3. RecordsOrganization and Maintenance

• Organize and maintain both electronic and physicalstudent records.
• Activate new student files and archive records forgraduates or discontinued students
• Process and store submitted transcripts andcredentials, ensuring proper application to student records ordepartmental stakeholders.
• Navigate between Salesforce and PeopleSoft to applycredentials and update records.
• Run semester queries to verify record accuracy,including for students returning from leave or marked inactive.
• Retrieve student files as needed.

4. SystemSupport and Process Improvement

• Update routine “How-To” guides for assignedprocedures and policies.
• Collaborate with the processing team to troubleshootonboarding and enrollment issues in PeopleSoft.
• Assist with system testing for PeopleSoft and otherrecord-keeping platforms.
  
• Support graduation audit preparation, distribution,and tracking.
• Audit the TCE Outbox and post transfer credit inPeopleSoft.
• Update shared Teams spreadsheet with creditevaluation status.
• Provide guidance on basic PeopleSoft processes tostudents and campus community members.

5. Reportingand Data Requests

• Generate and provide student information systemreports and queries as requested by the University Registrar.
• Assist the Registrar with the student appeal process,including intake and correspondence on behalf of the Registrar’s Office.

Other Functions:

• Provide exceptional customer service to students,staff, faculty, and visitors while adhering to FERPA regulations.
• Work with the Peoplesoft teamto conduct system testing.
• Design and produce reports asneeded.
• Work with InstitutionalResearch to provide data for external reporting as requested.
• Attend and participate inprofessional development opportunities both on and off campus.
• Assist as graduationceremonies and other university and registrar events as needed.
• Assist with general officecoverage including answering phones, cover the registrar inbox andanswering questions in person from students and other stakeholders as needed.
• Other duties asassigned.
• Serve as a backup to Assistant Registrars as needed.

Required Qualifications:

Education: High School Graduate/GED Required, Bachelor's Degree Preferred

Experience: Minimum two years of experience in an education setting preferred.

Qualifications: Proficiency in Microsoft Office applications (Word, Excel, Access, Outlook) and web-based tools required.

Specific Skills: Stronginterpersonal, organizational, phone, and written communication skills.

Ability towork independently, manage multiple tasks, and maintain attention todetail. Demonstratedcommitment to providing excellent customer service with a student-firstmindset. Self-motivatedand capable of working in a fast-paced environment.

Specific Knowledge, Licenses, Certifications: N/A

Physical Requirements: While performing the duties of thisjob, the employee is regularly required to talk or hear. The employeefrequently is required to stand; walk; use hands to touch, handle or feel; andreach with hands and arms. Thisposition requires the ability to occasionally lift office products andsupplies, up to 20 pounds. Use ofcomputer screen, phone and customer service. May require bending, or sitting for longperiods of time. Specific vision abilities required by this job include closevision, distance vision, color vision, peripheral vision, depth perception andability to adjust focus.

The following of campus specific guidelines for pandemic protocols are required.
Travel (If applicable): No

Supervisory Responsibility (if applicable): N/A

Working Conditions: General Office work environment

Training: As a university employee, you are required to complete allUniversity-specific and/or OSHA related training to fulfill your jobduties. Specific training will be conducted online or in person. Employees must complete all training requiredby 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.