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$27K

$45.4K

$70K

How much do student records specialist jobs pay per year?

As of Aug 9, 2026, the average yearly pay for student records specialist in the United States is $45,410.00, according to ZipRecruiter salary data. Most workers in this role earn between $36,500.00 and $52,000.00 per year, depending on experience, location, and employer.

What are the key skills and qualifications needed to thrive as a student records specialist?

To thrive as a Student Records Specialist, you need strong attention to detail, organizational abilities, and experience with data entry, usually supported by a high school diploma or associate degree. Familiarity with student information systems (such as Banner or PowerSchool), FERPA compliance, and office software like Microsoft Excel is typically required. Excellent communication, discretion, and problem-solving skills help you interact with students, staff, and handle sensitive information. These abilities are crucial for ensuring accurate recordkeeping, regulatory compliance, and efficient support of academic operations.

What is a student records specialist?

Student Records Specialists are administrative professionals responsible for managing and maintaining student academic records within educational institutions. They handle tasks such as processing transcripts, updating student information, ensuring data accuracy, and adhering to privacy regulations like FERPA. Student Records Specialists often interact with students, faculty, and staff to provide information and support related to academic records. Their role is crucial in supporting the institution's academic processes and ensuring the integrity of student data.

What is the difference between Student Records Specialist vs Registrar?

AspectStudent Records SpecialistRegistrar
Primary ResponsibilitiesManaging student records, data entry, maintaining confidentialityOverseeing student enrollment, official transcripts, and academic records
CredentialsTypically requires a high school diploma or associate degree; certifications in records management are a plusUsually requires a bachelor's degree; certifications in records or higher education administration are common
Work EnvironmentEducational institutions, administrative officesColleges, universities, administrative departments
Industry UsageCommonly used in schools and colleges for record-keeping rolesUsed in higher education institutions for official record management and compliance

The Student Records Specialist focuses on maintaining and managing student data and records, often in a support role. The Registrar has broader responsibilities, including official record management, enrollment oversight, and compliance. While both roles require attention to detail and familiarity with student data, the Registrar's position typically involves more administrative authority and higher education credentials.

How to become a student records specialist?

To become a student records specialist, candidates typically need a high school diploma or equivalent, along with experience in administrative or clerical work. A bachelor's degree in education, administration, or a related field can be beneficial, and proficiency with student information systems and data management is often required.

What are some common challenges student records specialists face when maintaining accurate student data?

Student Records Specialists often manage large volumes of sensitive data, which requires keen attention to detail and a commitment to data privacy. One common challenge is ensuring the accuracy and consistency of records while updating information from multiple sources, such as enrollment forms, transfer documents, or grade submissions. Additionally, they must stay current with changing regulations regarding student privacy, like FERPA, and navigate various student information systems. Strong organizational skills and clear communication with faculty, staff, and students are essential to address these challenges effectively.
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Who are the top companies hiring for Student Records Specialist jobs? The top employers for Student Records Specialist jobs are:
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Student Records Specialist jobs near you
Infographic showing various Student Records Specialist job openings in the United States as of August 2026, with employment types broken down into 100% Full Time. Highlights an 100% In-person job distribution, with an average salary of $45,410 per year, or $21.8 per hour.

Student Records Specialist

Appalachian State University

Boone, NC • On-site

Full-time

Posted 11 days ago

Appalachian State University rating

6.2

Company rating: 6.2 out of 10

Based on 29 frontline employees who took The Breakroom Quiz

545th of 617 rated colleges and universities

Job description

Position Summary Information
Classification Title Administrative Support Specialist-OSP Working Title Student Records Specialist Location Boone, NC Job Category 6 Position Number 084851 Not Eligible for Visa Sponsorship
VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S
Department University College Academic Advising - 202100 Primary Purpose of Position
University College Academic Advising supports student success by guiding students through academic planning and connecting them with the University's academic and co-curricular opportunities. The Student Records Specialist plays a key administrative and student support role by maintaining accurate student records, processing major declarations and academic requests, generating and analyzing reports, responding to inquiries from students, families, and campus partners regarding academic policies and procedures, and ensuring compliance with FERPA regulations. The position also provides operational and administrative support to advising staff and leadership, manages front desk and communication functions, and assists with office logistics, budget, payroll, and other activities that help the advising office serve students efficiently and effectively.
Minimum Qualifications
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience. Diplomas or degrees must be received from appropriately accredited institutions.
License/Certification Required Essential Job Functions
Responsibilities of the Student Records Specialist include but are not limited to the following:
  • Reviewing and updating students' major information in electronic files and Banner (Appalachian's student information system).
  • Processing undergraduate major declarations.
  • Processing students Visiting Course, and Course Overload requests in a timely manner.
  • Generating reports for withdrawals, eligible to declare students list, Gen Ed checksheet and producing other reports as assigned by supervisors and leaders.
  • Responding to students, parents, campus partners, and the general public via email, phone, and walk-in traffic to the questions relative to academic records, policy, and procedure under FERPA guidelines.
  • Providing administrative support for University College Academic Advising (leadership, admin and advisors) as needed including but not limited to updating intended major changes, responding to student email inquiries, adding student records notes to DegreeWorks, accessing and analyzing Banner, Slate, Docuware and Trac Cloud reports, coordinating logistics for UCAA, budget and payroll management.
  • Providing front desk coverage when the Front Desk Manager is unavailable..
  • Other administrative duties will include room reservations, campus work orders, purchasing, management of phone and Zoom drop-in and in person walk-in traffic as needed, and other duties as assigned.
Knowledge, Skills, & Abilities Required for this Position
  • This position requires knowledge of University structure, services, programs, procedures and practices.
  • Employees in this position should have a strong attention to detail and commitment to accuracy in record keeping.
  • The position requires daily use of various office technology and software applications.
  • This position requires extensive use of Google Suite (Sheets, Docs, Forms, etc.) and MS Excel,
  • Individuals in this position will be able to interpret policies and address inquiries pertaining to student academic records.
Preferred Qualifications
  • Some post-secondary education plus 3-5 years administrative experience.
  • Ability to work effectively with a variety of personalities in a helpful, congenial, and professional manner.
  • Demonstrated project management experience and the ability to multi-task.
  • Demonstrated experience in detailed and accurate record keeping.
  • Demonstrated experience using administrative software i.e. Google Suite and MS Office. (specifically Excel, Google Sheets).
  • Demonstrated use of University student information systems.
Required Functional Competencies to Successfully Perform Job Duties.
Communication-Verbal
Communicates information clearly to students, parents, campus partners, and the public about Academic policies and procedures concerning academic advising and orientation. Applies judgment in regards to FERPA when releasing confidential information or to whom to refer questions. Presents ideas in a clear, concise, organized manner. Explains and interprets programs, policies and procedures to meet the specific needs of staff and students.
Information/Records Administration
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program. Reviews data and information for completeness and accuracy in using academic policies and procedures, undergraduate bulletin, departmental and college curricula requirements and other university units as guidelines in performing daily tasks. Understands Banner Student Information system software and other programs used to perform day-to-day functions. Coordinates varied records processing activities requiring the application and some interpretation of university procedures, policies, and regulations. Reviews information for completeness and accuracy using multiple guidelines as listed above.
Knowledge-Program
Demonstrates clear understanding of Academic Advising practices and records management within the university. Demonstrates in-depth knowledge of Academic Policies and Procedures with University College Academic Advising and Orientation and across the university. In addition, demonstrates knowledge regarding university resources to address any Academic Advising and Orientation questions, concerns, and issues. Provides university information and acts as a resource for others within the university community.
Type of Position Permanent Full-Time Staff/Non-Faculty Staff/Non-Faculty Appointment Type 1.0 Work Schedule/Hours
Monday - Friday, 8:00 am - 5:00 pm. Eligible for 2 remote days in a week after the completion of 6 months of employment. Occasionally overtime may be required during peak advising times.
Number of Hours Per Week 40 Number of Months Per Year 12 Mandatory Staff No Physical Demands of Position
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level Journey Salary Grade Equivalency GN06 Salary Range Anticipated Hiring Range $38,127 - $41,338
Pay will be commensurate with applicant competencies, budget, equity and market considerations.
Posting Details Information
Posting Date 07/30/2026 Closing Date 08/16/2026 Competency Level Statement Management will only consider applicants who meet the required competencies. Special Instructions to Applicants
Please attach required documents:
  • Cover Letter
  • Resume
  • List a minimum of 3 Professional References on the application or attach a List of Professional References with Contact Information.
Search Chair Name Gita Rayamajhi Shakya Search Chair Email rayamajhishakyag@appstate.edu Applicant Pool Preference External (Post on the Web)
Departmental Information
Quick Link https://appstate.peopleadmin.com/postings/55447 Posting Number 201503025P

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