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Position Detail - Records & Services Specialist

Records & Services Specialist

Apply now Job no: 493625
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/ Executive/ Office Support, Admission

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday 8:30 am to 5:00 pm 

Salary: $17.50 to $18.00

Department Summary & Job Purpose:

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 to 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.

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


• Bachelor’s degree and two years of relevant experience, or combination of education and relevant records-administration experience
• 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

Preferred Qualifications:

• Work experience in higher education is preferred
• Strong Google suite skills (Gmail, Google Drive, etc) preferred


Compliance Requirements: 

Physical Demands: 

• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/ or leg control requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone.
• Employee speaks with students and other faculty daily by telephone, e-mail, or in person on a daily basis.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Repetitive motion: Substantial movements (motions) of the wrists, hands, and/or fingers.
• The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• The employee is required to perform extensive reading; visual inspection involving small defects, small parts, and/or operation of machines.
• Employee operates office equipment and computers to perform essential duties and responsibilities.

Working Conditions: 

As in typical office/administrative work, the employee is not substantially exposed to adverse environmental conditions.

The employee must:

• Work fixed hours 8:30 am to 5:00 pm including an hour-long lunch Monday through Friday. Limited weekend and evening work is required at certain times of the year, but always with advance notice.
• Work in person on site. Under normal conditions, this position does not allow for remote work. However, should the campus require de-densification, this position may require remote work temporarily as well as in-person shifts.
Any remote work would require an environment allowing for high-volume online work and professional telephone calls, with the employee's own reliable high-speed internet; a personal computer loan may be provided by arrangement.  

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; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae
  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. 

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