Records And Enrollment Services Specialist

Harris Stowe State University Saint Louis , MO 63150

Posted 4 months ago

Harris-Stowe State University is a historically Black institution (HBCU) located in the heart of vibrant mid-town St. Louis, Missouri.

Harris-Stowes beautiful campus is minutes from the renowned Gateway Arch, St. Louis Zoo, St. Louis Art and History Museums, Forest Park and other cultural and educational institutions.

Harris-Stowes diverse faculty and staff provide a wide range of academic programs to one of the most culturally diverse student bodies in the St. Louis region.


The Records and Enrollment Services Specialist will play major role in managing academic records, overseeing designated functions of the Registrars Office, providing solutions for students/faculty, and will be cross-trained for enrollment servicing functions. This position involves extensive records management, data entry, and direct interaction with students, academic departments, and other staff.

A thorough knowledge of Registrar Office functions, FERPA, and records management are imperative. The key component to this position is the ability to work with diverse individuals in a high- traffic environment, excellent customer service and professionalism, and attention to detail.

The Records and Enrollment Services Specialist will assess best practices, identify solutions, and create a file and records management plan for converting paper to electronic records which includes a document imaging and control plan for scanning, indexing, storing, and accessing student records within 30 days.

The Specialist will create Records Management Policies and Procedures to include the records management, retention, conversion, storage, and retention plan for student records the Office within 60 days.

The Specialist will execute initial phases of a document imaging and control plan-phase I within 90 days, phase II within 120 days, and phases III/IV within 180 days.

The Records Specialist shall ensure conversion of student records and a paperless filing system within one year and transition to enrollment service functions.

Duties & Responsibilities:

Records Management/Reporting: The Records and Enrollment Services Specialist serves as the student records manager and is responsible enhancing functionality and efficiency in managing records, maintaining files, records preparation, document imaging, and filing.

The Specialist is responsible for creation, execution, and update of the document imaging and control plan, the records retention schedule, records management policies, and scanning of student academic and other Registrar records. Prepares and processes transcript, verification, grade, graduation, and various types of reports. Maintains various notices, forms and other documents. Reviews files, records, and other documents for information to respond to requests; and compiles statistical and other reports on various registration, attendance reporting and record related topics.

Clerical/Data Entry: The Records and Enrollment Services Specialist will be responsible for a variety of clerical, technical, and administrative duties involving student registration, transcripts, course schedule/catalog, transfer evaluation, and records maintenance.

The Specialist is responsible for data entry and processing of Registrar/Enrollment Management forms. Distributes, explains, receives, and checks information, forms, and requests for completion and accuracy. Composes letters and other routine correspondence, answers telephones/voicemail, manages multiple e-mail accounts, and responds to requests. Operates office machines, such as computer, scanner, copier, fax machine and shredded.

General Duties: The Records and Enrollment Services Specialist provides support and solutions for the Registrars Office, aid students in registrar procedures, and serves as a point of contact.

Communicates with students, staff, and others to disseminate information, resolve, and respond to issues. Provides leadership and assignment for student employees. Works with the Enrollment Management team to support all functions of the enrollment and registration processes. He or she will also be expected to perform special assignments as deemed necessary by the Registrar, Executive Director of Enrollment Management or other administrators; some evenings and weekends are required.

Enrollment Services Duties: The Records and Enrollment Services Specialist will be cross-trained for general Admissions, Financial Assistance, and Registrar functions to provide support for enrollment services.

He or she will serve as a point of contact and share responsibilities for the daily operations of enrollment services.

He or she will assist the Enrollment Management team with creating policies and procedures to support one-stop enrollment servicing and will provide staff training.

Other Duties: As assigned by the Registrar/Registrar Specialist/Enrollment Services Manager

Education and Experience


Applicants must hold a Bachelor's Degree or equivalent from an accredited college or university, and must be committed to student success and providing quality service to students seeking a post-secondary education.

Applicant must have at least three (3) years of records management and clerical experience working in a college or university records/registrar's office or related student administrative office. Must have superior organizational and record-keeping skills.

Excellent verbal, writing, computer and telephone skills and must be proficient in MS Office and Outlook. Ability to multi-task and attention to detail are essential.

Experience working directly with students and ability to work successfully with persons of diverse backgrounds including sensitivity to their needs and concerns is required.

Other Required Skills and Abilities:

  • The ability to work independently and to collaborate with a diverse team and work in partnership.

  • The ability to work independently with little direct supervision.

  • The ability to present yourself in a professional manner while representing the university.

  • The ability to lead and accept performance feedback.

Physical requirements may include:

  • The ability to stand, walk, sit, and use hands for lengthy time periods.

  • Must be able to lift or move up to 25 pounds.

  • The ability to work for lengthy periods handling archived records.

Benefits Statement:

  • Comprehensive medical, dental, life insurance and eye care options

  • Receive rich medical premiums

  • Pension account matched at up to 19.45%

  • Tuition remission including qualifying dependents

  • Savings annuity plans

  • Tax Savings Benefit through Missouri State Employees Cafeteria Plan

  • On-site fitness center

  • Paid Time Off Program for vacation, holiday and sick time

Review of applications will start immediately until the position is filled. Due to the volume of resumes that we receive, only those candidates selected for interviews will be contacted.

Salary based on qualifications and experience. Interested candidates should submit a letter of application, curriculum vitae, and official undergraduate and graduate transcripts and three references online.

Please submit your application and additional documents online at

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Records And Enrollment Services Specialist

Harris Stowe State University