Coordinator, Academic Records - Arcadia University

Job Description: The Academic Records Support Coordinator provides administrative support to the Registrar's Office at Arcadia University. They assist with day-to-day recordkeeping, transcript services, and a variety of student-facing office operations. Under the direction of the Associate Registrar, they provide customer service to community members, support major office operations like course registration, transfer credits, graduation, and the routine updates to the Academic Catalog.

Location: Glenside

Essential Functions:

Transcript Services

• Oversee daily operations, preparation, and transmission of academic records, ensuring integrity and accuracy.
  
• Coordinate with university departments to maintain accurate historical records and resolve transcript-related issues.
  
• Utilize productivity software and third-party order systems (e.g., Ellucian PowerCampus, Parchment, National Student Clearinghouse) for transcript creation, maintenance, and request collection.
  
• Manage transcript preparation processes, including converting microfilm records, scanning paper transcripts, and updating electronic transcript sites.
  
• Participate in and lead transcript-related activities, print transcripts on request, and create/manage various transcript records.

Record and Administrative Support

• Process student information updates (e.g., address, name changes).
  
• Assist with course registrations and transfer courses as assigned by the Associate and Assistant Registrars.
• Support various cohort registrations and act as the point of contact for course audits, Community Scholars, Visiting undergraduate, and employee course registration and other registration groups as needed.
  
• Compile, organize, and distribute Education Release Forms and coordinate the preparation and sending of enrollment letters, verification forms, and Dean's letters.
  
• Coordinate with other offices to gather necessary documentation and approvals for subpoenas and send subpoena materials.
  
• Manage the labeling, sending of PDF diplomas, and mailing diplomas, including those held due to administrative holds. Assist with graduation processing.
  
• Organize updates to the Academic Catalog, including tracking changes from the Academics Committee, liaising with departments, and updating information in appropriate systems
  

General Office Duties

• Provide daily office coverage until 5:00 PM, answer phone lines, monitor and respond to general email inquiries, and serve as the first point of contact for students and visitors.
  
• Order office supplies and submit work orders as needed.

Qualifications:

• Experience related to the statement of duties and responsibilities
  
• Bachelor's degree preferred

Required Knowledge, Skills and Abilities:

• Comply with State, Federal, and University policies.
  
• Possess strong computer skills, including proficiency in Microsoft Office, Google Apps, and Ellucian PowerCampus.
  
• Demonstrate excellent organizational skills, adaptability, problem-solving, research, and analytical abilities.
  
• Contribute to a positive, inclusive, and team-oriented work environment as a highly motivated, self-directed, and capable team member who manages multiple tasks concurrently.
  
• Exercise sound judgment in handling various issues.

Application Instructions:

• Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based educational experience by placing students at the center. The Institute of International Education has ranked Arcadia first nationally in study abroad for 10 of the last 13 years, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for eight consecutive years. The University's Physical Therapy and Physician Assistant programs are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and among the "most innovative," and "best value" colleges. Arcadia promises a distinctively global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. Through its community of practice and commitment to Justice, Equity, Diversity, and Inclusion (JEDI) and to combating anti-Black Racism, Arcadia has made facilitating a safe and welcoming environment a priority. Learn more about our vibrant community at www.arcadia.edu.

Our belief and experience is that there is strength in diversity and we are committed to building a welcoming and inclusive environment for students and employees alike. We are a community built on varied experiences and perspectives that beneï¬ts from open-minded discussion and cultural humility. Guided by our University's values, we are committed to justice, equity, diversity and inclusion, and we are working towards dismantling anti-Black racism/white supremacy and other forms of interpersonal and systemic discrimination and oppression.

We welcome candidates who can contribute to the diversity and excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values. in their work.

At Arcadia University, our JEDI principles (Justice, Equity, Diversity, and Inclusion) are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates of diverse backgrounds and abilities. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Position Code: AC178A