Operations Assistant, Transcript and Records Processor

Job Description:

Fairfield University seeks an Operations Assistant, Transcript and Records Processor. The Operations Assistant, Transcript and Records Processor supports the daily operations of the Registrar’s Office by managing transcript processing, maintaining student academic records, and ensuring the accuracy and integrity of data. This role plays a vital part in delivering excellent service to students, alumni, faculty, and external agencies, upholding institutional standards, and supporting compliance with university policies and federal regulations (e.g., FERPA). Reporting to the Associate Registrar, Registration and Records the Operations Assistant, Transcript and Records Processor will be the primary liaison to students requesting transcripts, registration verifications, program of study changes, and record updates within the Office of the University Registrar.

Relationships:

Reports to: Associate Registrar, Registration and Records

Staff: Student Workers

Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators and Operations Assistants; Faculty; Students; Directors; Director Event Planning, Facilities Planning, Information Technology Services, Director of Marketing & Communication; Director of Institutional Research; Bursar; Director of Financial Aid

External Contacts: Vendors; State and Federal Agencies; Regional and National Associations; Parents

Responsibilities:

Transcripts, Verifications and Records Requests:

• Process incoming and outgoing transcript requests through the university’s transcript delivery system, ensuring accuracy and confidentiality.
• Processes requests for certificates, diplomas, and commencement records.
• Provides documentation for all verification requests, legal requests, insurance forms, licensure forms, certifications, loan deferment letters, and third parties enrollment inquires.
• Assist in the maintenance and integrity of student academic records in both digital and physical formats.
• Respond to inquiries from students, faculty, alumni, and external agencies regarding academic records, enrollment verification, and transcript procedures.
• Monitor and resolve transcript and verification delivery issues in coordination with third-party vendors (e.g., Parchment, National Student Clearinghouse).
• Fulfills internal transcript requests for all Graduate Admissions records
• Research historical transcripts, retrieve archival records and recreate older transcripts when necessary
• Works with the Bursar’s office on any records requests that involve a financial hold
• Ensure all record requests are in compliance with FERPA and university policies when handling student records.

Student Academic Record and Office Responsibilities:

• Collaborate with the Registrar’s team to ensure consistent data entry and timely updates in the Student Information System (e.g., Workday, Ellucian Banner).
• Provide clerical and administrative support to the Office of the Registrar, including scanning, filing, data entry, and managing sensitive student documentation.
• Process all business processes through our student information system including maintenance and update to student records for personal information, address updates, and student attributes.
• Maintain and verify demographic information as needed.
• Process course substitutions, waivers, and revisions to anticipated completion dates.
• Process independent study requests, internship requests, course drops, withdrawals, and other various ad hoc requests from departments on campus.
• Maintain degree audits, including creating and updating academic programs of study for majors, minors and concentrations.
• Process Latin honors, institutional honors and other updates as requested
• Support faculty grade entry and verification. Follow up on all outstanding and non-final grades and process grade changes, repeated courses, and credit/no credit grade processing.
• Assist with all in-person inquiries
• Provide office support responding to and route e-mail and voicemail coming into department email account, answering phones, tracking e-mail volume and responding promptly to helpdesk tickets.
• Assist in supervising and training student workers.

Data Management, Registration and Reporting:

• Assists with maintenance of student academic records; security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
• Assists with maintenance of databases and systems for tracking degree progress, student enrollment, and graduation status.
• Provide accurate data to internal and external stakehol