Data Specialist - Records Office

The Records Office serves students and faculty by providing enrollment, registration, grading, and transcript services.  The Records Office administers and interprets the academic policies as stated in the catalog and handbooks.  The Office maintains accurate, confidential, and permanent academic records, and seeks to provide timely information and service to students, faculty, alumni and the public.

Job Summary:  

Ensure the quality of service to students and assists the Registrar in the accurate processing of student records.

Key Responsibilities:

  • Ensure that the Records Office is responsive, friendly and courteous towards students, prospective students, parents, and employees in other offices.
  • Be familiar with the academic policies of the university.
  • Graciously serve students and university employees who contact the office.
  • Evaluate transfer work for students enrolling in the residential program.
  • Work with Admissions, Athletics, and School of Adult Studies to make sure transfer policies are consistently applied.
  • Add all Proficiency, AP, CLEP, and transfer work onto student’s transcripts.
  • Make sure that degree and major information is accurate for students.
  • Notify the Business Office of all changes that potentially affect a student’s bill.
  • Enter course schedules, add/drop, independent study, and practicum/internship requests.
  • Monitor class, administrative, immediate, and end of term withdrawals.
  • Enter all guest/endorsement student demographics & schedule data.
  • Maintain records and registrations for students in University Pathways.
  • Manage grade entry and incomplete grades.
  • Ensure the accuracy of student demographics.
  • Coordinate with student success the collection of roster checks.
  • Enter registrations and grades for students purchasing Advancement Courses.
  • Assist Records Office employees with transcript requests questions from Advancement Courses students.
  • Scan and index all forms submitted by students into ID:WebArchive.
  • Enter all students with hard copy transcripts into Jenzabar and then scan and index the transcript in ID:WebArchive.
  • Upload into Jenzabar all graduation applications and FERPA releases submitted by students.
  • Be available to assist with New Student Orientation, Panther Registration Days, and Commencement activities.
  • Work with entire Records Office staff to coordinate elements of commencement.
  • Other duties as assigned by the Registrar.



Education:  Minimum two academic years of college work, required.

Experience: Minimum one to two years of office experience; prior Records Office experience preferred.

Attitude/Characteristics/Technical Skills:

• Strong personal Christian faith commitment

• Excellent ability to focus on details (such as are required for proofreading)

• Demonstrated proficiency with spreadsheets and database programs (e.g. Excel, Jenzabar, and Access)

• Excellent communication and people skills

• Ability to function in a fast-paced environment, multi-tasking skills are essential

• Enthusiastic and intuitive; high degree of motivation

• Ability to work in a team-oriented environment


The university is located 50 miles east of St. Louis in an attractive residential community of approximately 7,000 people. Greenville was founded in 1892 and is affiliated with the Free Methodist Church, yet draws students from 40+ denominations. For additional information, please visit our website:

It is the policy of Greenville University not to discriminate on the basis of age, color, ethnic or national origin, disability, race, gender or prior military service in its educational programs, admissions or employment policies. Greenville University is committed to an environment of cultural and ethnic diversity; women and minorities are encouraged to apply.

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