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Student Records Assistant Jobs in Kentucky (NOW HIRING)

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Student Records Assistant information

What does a student records assistant do?

A Student Records Assistant is responsible for maintaining and organizing student records, such as transcripts, enrollment information, and academic histories. They ensure the accuracy and confidentiality of student data, handle requests for records from students and staff, and help update databases as needed. The role may also involve answering inquiries, processing registrations, and supporting other administrative functions within educational institutions. Attention to detail and good organizational skills are key for this job.

What are the key skills and qualifications needed to thrive as a student records assistant, and why are they important?

To thrive as a Student Records Assistant, you need strong organizational skills, attention to detail, and familiarity with data entry and records management, typically supported by a high school diploma or equivalent. Proficiency with student information systems (SIS), Microsoft Office Suite, and document management software is often required. Excellent communication, discretion, and problem-solving abilities help you interact effectively with students, staff, and faculty while maintaining confidentiality. These skills are vital for ensuring accurate record-keeping, compliance with privacy regulations, and efficient support of academic operations.

What are some common challenges faced by student records assistants, and how can they be managed effectively?

Student Records Assistants often encounter challenges such as maintaining accuracy while handling large volumes of data, meeting tight deadlines during enrollment periods, and ensuring compliance with privacy regulations like FERPA. These challenges can be managed by developing strong organizational habits, utilizing student information systems efficiently, and collaborating closely with registrars, faculty, and administrative staff. Regular training on data management tools and privacy policies also helps ensure that records are processed accurately and securely.

What is the difference between Student Records Assistant vs Registrar Assistant?

AspectStudent Records AssistantRegistrar Assistant
Required CredentialsHigh school diploma or equivalent; some roles may prefer post-secondary courseworkHigh school diploma; some positions may require post-secondary education or certifications
Work EnvironmentEducational institutions, handling student data and recordsRegistrar offices, managing student registration and records
Employer & Industry UsageSchools, colleges, universitiesColleges, universities, educational institutions
Common Search & Comparison IntentUnderstanding job duties, requirements, and differencesComparing roles related to student record management

The Student Records Assistant primarily focuses on maintaining and updating student records, while the Registrar Assistant supports registration processes and administrative tasks within the registrar's office. Both roles work closely in educational settings but differ in specific responsibilities and focus areas.

What are the most commonly searched types of Student Records jobs in Kentucky?

The most popular types of Student Records jobs in Kentucky are:

What are popular job titles related to Student Records Assistant jobs in Kentucky?

For Student Records Assistant jobs in Kentucky, the most frequently searched job titles are:

What job categories do people searching Student Records Assistant jobs in Kentucky look for?

The top searched job categories for Student Records Assistant jobs in Kentucky are:

What cities in Kentucky are hiring for Student Records Assistant jobs?

Cities in Kentucky with the most Student Records Assistant job openings:

Student Records Assistant jobs near you
Infographic showing various Student Records Assistant job openings in Kentucky as of August 2026, with employment types broken down into 100% Part Time. Highlights an 100% In-person job distribution.

Academic Records Assistant

Frankfort, KY • On-site

Kentucky State University
Colleges, Universities, and Professional Schools • 201 - 500 employees
Learn more about Kentucky State Universityexternal

$14 - $18.25/hr

Other

Re-posted 29 days ago

Job description

TITLE: Academic Records Assistant
DEPARTMENT: Office of the Registrar
REPORTS TO: Registrar
CLASSIFICATION: Student -12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 20 hours per week
EMPLOYMENT STATUS: Part-Time
EMPLOYMENT CLASSIFICATION: Non-Exempt
JOB SUMMARY:
The Office of the Registrar seeks a dependable and detail-oriented Academic Records Assistant to provide administrative and technical support in maintaining student academic records. This position assists with processing transcripts, evaluating transfer credits, updating student information, and responding to inquiries from students, faculty, and staff. The Academic Records Assistant plays an important role in ensuring the accuracy and confidentiality of all student records in compliance with university and federal guidelines.
ESSENTIAL JOB FUNCTIONS:
  • Assist with maintaining and updating student academic records in the student information system.
  • Process requests for official transcripts and enrollment verifications.
  • Support the evaluation and posting of transfer credits under supervision.
  • Organize and maintain digital and paper files in compliance with record retention and applicable regulations.
  • Respond to student and departmental inquiries in person, by phone, and by email in a professional and timely manner.
  • Assist with registration, graduation, and end-of-term processing as needed.
  • Assist in creating and updating user guides, procedure manuals, and other documentation for Banner processes.
  • Help troubleshoot minor issues.
  • Provide general office support, including data entry, scanning, and filing.
  • Maintain confidentiality of all student and institutional information.
  • Perform other duties as assigned to support the mission of the Office of the Registrar.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
  • Basic understanding of student records processes and FERPA regulations.
  • Good problem-solving skills with strong attention to detail and accuracy in data entry and recordkeeping.
  • Ability to communicate effectively and provide exceptional customer service.
  • Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
  • Proficiency in Microsoft Office (Word, Excel, Outlook).
  • Experience using student information systems such as Banner is preferred.
  • Ability to work well both independently and as part of a team.
SUPERVISORY RESPONSIBILITY:
  • This position does not have supervisory responsibility.
OTHER DUTIES:
  • Perform other duties as assigned.
QUALIFICATIONS:
  • Enrolled Kentucky State University Student
  • High school diploma or equivalent required.
  • Associate's degree preferred.
  • One (1) year of experience in higher education, office administration, or customer service preferred.
  • Experience working with databases or student records systems is a plus.
Licensing and Certifications: NA
WORKING CONDITIONS:
  • Work is normally performed in a standard office environment.
  • Ability to lift up to 20 pounds.
  • No or very limited exposure to physical risk.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa
Internal candidates are encouraged to apply.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

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