Records Services Representative

Department

ARTS and SCIENCES; DEAN (BL-ARSD-IUBLA)

Department Information

The College of Arts and Sciences is the largest academic unit at Indiana University (IU) Bloomington. It is composed of more than 40 departments and more than 50 centers, programs, and institutes. This includes the Eskenazi School of Art, Architecture, and Design, the Hamilton Lugar School of Global and International Studies, and The Media School. Faculty in the college teach over 50 percent of the IU (Bloomington) credit hours in more than 80 buildings on the Bloomington campus.

The college's Office of Undergraduate Curriculum, Policy, and Records (OUCPR) manages all aspects of the college's undergraduate curriculum, including academic programs (majors, minors, certificates, etc.), courses, academic policies, the College Bulletin, student records, special programs, and curricular information systems and reporting.

Job Summary

Department-Specific Responsibilities

• Serves as a member of the Student Records and Services area of the OUCPR.
• Analyzes degree records and applies knowledge of degree requirements for all undergraduate academic programs (past and present) in the College of Arts and Sciences.
• Assesses eligibility for entrance into the College of Arts and Sciences and enters approved exceptions into the Student Information System (SIS).
• Processes administrative forms and provides information and assistance to students, faculty, advisors, and staff as needed concerning degree requirements and Indiana University/college policies and procedures.
• Manages electronic documents, processes exceptions and forms, and enters student data into the SIS and College Higher Education Records (CHER) systems.

General Responsibilities

• Interprets and explains a wide range of university and governmental policies and procedures involving official records and/or student loans to students, faculty, parents, and the general public.
• Processes and maintains official records; answers specific questions regarding records; ensures that records are accurate and complete; and investigates and resolves any questions or discrepancies.
• May process, approve, and issue short term loans and/or official documents including transcripts, student loan deferments, and insurance forms after determining student eligibility.
• Responds to requests for information; determines appropriateness of release of information under well established university and federal policies; transmits information, if appropriate.
• Distributes and collects forms from walk-in clients; sets up staff appointments, if needed.
• Monitors any changes to student files; updates as new information is received.
• Develops and maintains files and databases.
• Responds to student inquiries regarding status of account.
• Provides technical direction to part-time student staff.
• May certify completion of degree requirements.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

Preferred

• Bachelor's degree.

WORK EXPERIENCE

Required

• 2 years in customer service, higher education, or a related field.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Ability to maintain confidential information.
• Friendly and service-oriented.

Preferred

• Comfortable working with various technology, systems, and databases.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Advertised Salary

$17.50 - 18.39 per hour or $36,400 - 38, 251.20 annually.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death and dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234