Student Records Coordinator

Department

Compensation

General Description / Primary Purpose

The Student Records Coordinator serves as the operational coordinator and subject matter expert for assigned student records and registration functions within the Office of the Registrar and Student Success Operations. The position coordinates complex records and registration processes that require interpretation of university policies, academic regulations, and compliance requirements; evaluates records-related issues and workflow exceptions; and ensures the accurate, consistent, and compliant administration of student academic records.

The coordinator provides guidance to students, faculty, staff, and campus partners; analyzes recurring operational and records-related concerns; develops recommendations for resolution and process improvement; and supports the development of procedures, training resources, and quality assurance practices. The role exercises independent judgment in coordinating multi-step workflows, resolving complex issues within established policy frameworks, and collaborating across functional areas to support effective service delivery and continuous improvement of records and registration operations.

Job Functions

Records, Registration, and Workflow Coordination

• Coordinate student records and registration operations, including oversight of academic record maintenance, registration processes, and related data management activities.
• Review, validate, maintain, and troubleshoot student academic records and registration data to ensure accuracy, integrity, and compliance.
• Coordinate complex records and registration workflows involving multiple stakeholders and monitor operational effectiveness, identifying and resolving discrepancies, delays, and process exceptions.
• Conduct quality assurance reviews and audits to support data integrity, compliance, and consistent application of records and registration procedures.
• Analyze workflow trends, recurring issues, and operational gaps; recommend process improvements, procedural updates, and communication enhancements to improve efficiency and service delivery.

Policy Interpretation, Campus Support, and Issue Resolution

• Serve as a subject matter expert for student records, registration, academic documents, and related policies and procedures.
• Interpret and apply institutional, state, and federal requirements to resolve records and registration issues and provide guidance to students, faculty, staff, advisors, and academic departments.
• Evaluate records-related inquiries and exceptions, determine appropriate resolutions, and communicate guidance and requirements to stakeholders.
• Collaborate with campus partners to support consistent application of policies and procedures and resolve complex or sensitive student record matters.
• Research, document, and prepare recommendations for leadership regarding issues requiring policy review, exception handling, or escalation.

Academic Document Administration and Compliance

• Coordinate the production, review, quality control, and distribution of official academic documents, including transcripts, enrollment verifications, degree certifications, and related records.
• Ensure academic documents are issued in accordance with institutional standards, FERPA requirements, regulatory requirements, and established office procedures.
• Review document requests and supporting documentation for completeness, accuracy, and compliance prior to approval, release, or escalation.
• Coordinate associated administrative and financial processes related to assigned records functions, including reconciliation and documentation activities as applicable.
• Monitor document-related workflows and recommend improvements to strengthen quality control, consistency, and operational effectiveness.

Training, Documentation, and Process Improvement

• Develop, maintain, and update procedures, reference materials, checklists, training resources, and operational documentation for assigned functions.
• Provide training, guidance, and knowledge sharing to staff and campus stakeholders regarding records and registration processes and requirements.
• Support the implementation, testing, and communication of operational and system changes affecting records and registration services.
• Identify opportunities for process improvement and recommend enhancements that improve efficiency, accuracy, compliance, and customer service.

Marginal Functions

• Works closely with other members of the Registrar's Office team, providing backup assistance with routine work, special projects, peak processing periods, and office-wide initiatives.
• May monitor and order office supplies or assist with administrative support functions.
• Provides support in the execution of Commencement ceremonies and other university events as assigned.
• Performs other duties as assigned.

Required Qualifications

UNF’s Student Success team offers a high energy, collegial work culture where team members contribute every day to helping students succeed. After completing onboarding and training in this position, you can be part of a hybrid team (mix of on-campus and in-state remote work). You will rapidly develop portable, marketable skills, expand connections to other professionals in Higher Education, and enjoy opportunities for mentorship and professional development. Your day-to-day efforts will emphasize self-directed and autonomous work. In addition to being part of a dynamic team, you will also have access to a competitive benefits package https://www.unf.edu/hr/benefits/index.html including UNF’s Employee Education Program, which includes up to 6 hours of tuition-free courses each semester. In addition to skill specialization and professional development opportunities in this role, you could potentially earn a doctoral degree in Educational Leadership or a master's degree or certificate in one of UNF’s 75 graduate programs in arts and sciences, business, computing and engineering, education, and health. Apply today to become part of a team that empowers students with knowledge, resources, and opportunities to succeed. 

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.