Records Assistant Jobs in Baltimore, MD (NOW HIRING)

This position serves as a front-line representative of the Registrar's Office, providing high-quality customer service while supporting graduation, academic and athletic compliance, and student records operations. Working collaboratively across the office, the position performs a variety of functions related to graduation processing, commencement coordination, athletic eligibility, academic compliance, and records management to ensure the accuracy, integrity, and timely processing of student information.
Primary responsibilities include processing diploma applications, verifying degree completion, supporting commencement activities, maintaining student records, certifying athletic eligibility, and providing data and support for the athletics department to support eligibility and academic progress. The position also provides general Registrar support and responds to inquiries from students, faculty, staff, and external constituents.
Success in this role requires exceptional attention to detail, strong organizational and communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment while maintaining the confidentiality of student records and adhering to FERPA, University policies, and applicable regulatory requirements.
Position Accountabilities
Graduation and Degree Processing (25%)
Assist with diploma application processing, degree audits, graduation verification, degree conferral preparation, diploma orders, and maintenance of graduation records. Review student records for completeness and identify discrepancies requiring further review.
Commencement Support (15%)
Assist with commencement planning and preparation, including participant lists, ceremony communications, commencement reports, ordering and distribution of graduation materials, and support for local commencement ceremonies.
Athletic Eligibility Support (40%)
Understand and apply academic eligibility rules and bylaws governing student-athletes. Review and process student-athlete eligibility records by compiling required documentation, evaluating eligibility status, preparing reports and maintaining records. Submit eligibility certificates to the NAIA. Communicate with NAIA, coaches, and athletic director regarding eligibility decisions and interpretation of academic eligibility bylaws. Coordinate with Athletics and other University offices to support compliance with NAIA and institutional requirements. Provide GPAs of student-athletes and calculate team GPAs for scholar-athlete awards.
Academic Records and Departmental Support (10%)
Compile, maintain, and distribute reports related to graduation, compliance, enrollment, and student records. Assist with data validation, record maintenance, and documentation to ensure accuracy and consistency across University systems.
Assist with office operations such as transcript processing, enrollment and degree verification, document imaging, grading support, maintenance of academic and demographic records, processing administrative withdrawals, monitoring effective dates of withdrawals, and communicating outcomes to appropriate University stakeholders.
Participate in office projects, process improvements, cross-training initiatives, testing of new procedures, and other duties that support departmental and University objectives.
General Customer Service (10%)
Greet and assist all customers in a professional, courteous, and prompt manner. Respond to general inquiries (in person, phone, email), including those related to graduation, commencement, and student records.
Position Requirements:

• Associate degree or equivalent combination of education and experience required; bachelor's degree preferred.

• 1-2 years of related work experience required.

• Strong computer literacy, including proficiency in Microsoft Office Suite (especially Excel and Word), email platforms, and database/administrative systems.

• Ability to understand, interpret and consistently apply academic policies and regulatory requirements.

• Strong analytical and problem-solving skills with the ability to identify discrepancies and maintain accurate student records.

• Experience working with student information systems, data validation, or compliance-related processes preferred.

• Excellent written and verbal communication skills.

• Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.

• Ability to maintain confidentiality and adhere to FERPA and other applicable regulations.

• Must be available for periodic overtime and participation in KC-area commencement ceremonies.