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Position Detail - Records & Services Specialist

Records & Services Specialist

Apply now Job no: 492612
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support, Other

Requisition #:

Job Title: Records & Services Specialist

Department: Registrar

Division: Dean of Faculty


Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: 8:30am-5pm Monday through Friday 

Reports to Position:

Direct Reports:


Department Summary & Job Purpose:

Records and Services Specialist: $17.00 hourly

Mount Holyoke College is seeking candidates for the full-time non-exempt position of Records and Services Specialist in the Office of the Registrar. We seek an energetic, hard-working, detail-oriented individual who will thrive in a demanding, fast-paced environment. Excellent interpersonal and communication skills are required, as is the ability to quickly learn and retain new procedures and policies.

The Office of the Registrar:
*maintains the academic and demographic records of students including course enrollments, grades, transfer credit awards, and academic exceptions
*handles issues related official academic documents such as transcripts, diplomas, and verifications
*coordinates related processes such as registration and final exam administration
*communicates and enforces academic and administrative policies
*tracks and confirms undergraduate students’ status in relation to the College’s graduation requirements
*maintains the curriculum records and catalog of the college, such as course records and each semester’s schedule of classes, including room scheduling. We offer a positive and professional work environment and an attractive compensation and benefits package.

The Records and Services Specialist position is key to our office team, answering a high volume of inquiries from a broad base of faculty, students, administrators, parents and others, providing high-volume data entry support for many of the processes above, and providing clerical assistance to others on the team in support of all of the office’s responsibilities.

Core Job Duties and Responsibilities: 

  • Under the supervision of the Associate Registrar, the Records and Services Specialist will: 
  • field and respond to in-person, telephone, and email inquiries for information about academic and administrative policies and procedures;
  • provide transcripts, certification letters, and other verifications of degree conferral and/or attendance; 
  • complete extensive, meticulous, and varied data entry into the student data system, other systems, and spreadsheets; - 
  • coordinate and assist with office business processes, such as final exam administration, registration, and five-college interchange registration; 
  • purchase office supplies, mailing services, and other items as needed; complete deposit and reconciliation paperwork; and complete other basic administrative financial tasks in accordance with Mount Holyoke’s financial policies and procedures - 
  • work closely with other members of the Registrar’s team, lending assistance with routine and project work. - 

Qualifications: Qualifications and experience:
*Bachelor’s degree and two years of relevant experience, or combination of education and relevant records-administration experience. Work experience in higher education is preferred.
*Accuracy and organization in completing detailed tasks
*Excellent communication skills – both orally and in writing – to explain and enforce policies and procedures with clarity and tact
*Strong Word and Excel skills
*Ability to multi-task and transition quickly between projects to address specific situations, and to manage multiple, concurrent priorities, and still meet strict deadlines
*Ability to work effectively with all levels of the campus community
*Excellent interpersonal skills and interest in working in a team environment
*Confidentiality and discretion in managing sensitive and confidential information and documents relating to students
*Energy and good humor in a busy environment; and
*Good judgment, tact, and discretion.
*Limited and scheduled weekend and evening work required at certain times of the year.
*Must be able to move boxes of office supplies and paper records, occasionally up to 45 pounds, as needed.

Partially remote work requirements:
*At present, our office staff are primarily working remotely online, on email, and via telephone. *This position will require remote work temporarily, in compliance with campus Covid de-densification requirements, as well as in-person shifts.
The candidate must:
*work fixed hours 8:30-5 including hour-long lunch Monday through Friday
*be able to work on-campus, in-person, with a minimum of 1-2 scheduled half-days in the office. All in-person work will be in compliance with the College’s COVID-19 policies and protocols
*be able to work remotely the remainder of the week in an environment allowing for high-volume online work and professional telephone calls
*have their own reliable high-speed internet; personal computer loan may be provided by arrangement
*perform all work in the office once Mount Holyoke resumes regular operations
perform other duties as assigned.

Preferred Qualifications:


Compliance Requirements: 

Physical Demands: • Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force
frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work
involves sitting most of the time. Jobs are sedentary if walking and standing are required only
occasionally and all other sedentary criteria are met.

Working Conditions: • The employee is not substantially exposed to adverse environmental conditions (such as in
typical office or administrative work).

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver

Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references.

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer.

Advertised: Eastern Daylight Time
Applications close:

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