Job Summary:

The Academic Records Specialist position performs a variety of detailed tasks including consulting with the Academic Coordinator and Transfer Evaluator to evaluate incoming transcripts for transfer credits for the adult bachelor, transfer, international, and graduate student populations at all of our community-based campuses. The Academic Records Specialist will assist incoming and potential students by responding to inquiries regarding university policy, procedures, and student academic records; including transfer credits, Prior Learning Assessment/Credit for Life Experience, standardized tests, or credit through examinations options. Position requires data entry skills, moderate typing skills with an emphasis on accuracy, good communication skills, and confidentiality. Ability to communicate effectively. Ability to interpret and apply policy and procedures and perform varied, detailed functions. Specialized training on document imaging software/scanner, Bachelor’s degree preferred.


Essential Functions:

  • Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University Ideal Characteristics.  As we are an equal opportunity employer committed to Franciscan values, all employees share responsibility for advancing diversity, equity, and inclusion in the performance of their roles while demonstrating: service orientation, respect for all, intellectual curiosity, solution focus and innovation, and mutual accountability.
  • Primary Contact and Oversight of supporting the Adult Bachelor and Graduate Student, International student population at all locations
  • Manages Adult Bachelor Degree, Graduate, and International Student Records including ensuring accuracy of data integration for record reporting purposes,
  • Supports Adult and Graduate and Transfer Admissions Advising Team in the development of transfer guides by program and institution
  • Catalog Management and Maintenance
  • Transfer Evaluations and Credit through Examination Oversight (AP, CLEP, WES, and DSST) 
  • Creates reports to track continuous enrollment for For-Credit Certificates, Adult Bachelor and Graduate students for retention purposes
  • Assists Registrar, Director of Academic Support Services, and the Deans in the development and implementation of first semester course schedules to optimize course offerings at all community –based campuses


Additional Responsibilities:

  • Responsible for collaboration with Marketing and communications to update accuracy of transfer guides on website.
  • Responsible for posting transfer credit for all GAE students.
  • Responsible for monitoring attendance through add/drop period and collaborating with faculty to ensure attendance is recorded for census reporting.
  • Responsible for communicating with academic deans and chairs to update transfer policies or for clarification of transfer questions.
  • Act as liaison to the Reading, Philadelphia and Schuylkill campuses
  • Extended hours and occasional evening and/or weekend work and travel are required.
  • Commitment to the mission statement, core values and goals of Alvernia University



  • Bachelor Degree required
  • Two to three years of records or registrar office experience
  • Must provide exceptional customer service, specifically related to the mission of the university
  • Experience with Power Campus, Ad Astra, SQL Reports preferred
  • Demonstrate strong interpersonal and customer service skills across varied audiences such as students, families, staff, alumni, and the community
  • Ability to manage multiple projects with time-sensitive deadlines, working as part of a team as well as independently with little supervision, and additional hours as needed
  • Ability to diffuse difficult or emotional situations with students and/or families
  • Excellent written and verbal communication skills
  • Knowledge of Microsoft Office products, specifically Excel and Access
  • Commitment to the mission statement, core values and goals of Alvernia University


Physical Requirements:

  • Attendance is required in order to perform the duties of this job.
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 15 pounds at times.
  • Occasional weekend work and travel to other campuses is necessary
  • A valid driver’s license and reliable transportation are required


Contact:             Human Resources

Posting Date:     September 22, 2021

Employment Opportunities
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