Academic Records and Curriculum Coordinator

Job Description

Department:

Pay Rate Type:

Employee Type:

Job Summary:

The Academic Records and Curriculum Coordinator supports the administration and integrity of Colby College’s academic records, curriculum, registration, and related student information systems. Reporting to the Registrar, this position coordinates curriculum and academic records processes, performs data validation and quality assurance, supports system maintenance and testing, and assists students, faculty, and staff with Registrar-related processes and inquiries.

The Coordinator works closely with members of the Registrar’s Office and campus partners to maintain accurate academic information, support effective business processes, and ensure the appropriate application of College policies and procedures. The position requires a high degree of accuracy, discretion, analytical thinking, and the ability to work across multiple systems and priorities. As a member of a cross-trained Registrar team, the Coordinator also provides support for broader office functions during peak periods and as operational needs evolve.

This is a fully on-site, temporary 3-year fixed term position.

The hiring range for this position is $44,000 - $56,400

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

Academic Records and Data Integrity

• Maintain and update student academic records, demographic information, registrations, and other academic data in accordance with established College policies and procedures.

• Coordinate routine data validation and quality assurance activities to ensure the accuracy, consistency, and integrity of academic records.

• Identify data discrepancies, research underlying issues, and coordinate appropriate corrections.

• Maintain confidential student information and records in accordance with FERPA, College policies, and established records management practices.

• Support reporting and data requests related to student records, enrollment, registration, and other Registrar functions.

Curriculum and Registration Administration

• Coordinate curriculum setup and maintenance, including courses, sections, degree requirements, academic requirements, and related curricular information.

• Support term-specific registration and curriculum processes, including course maintenance, classroom scheduling, registration setup, and academic calendar deadlines.

• Process student registrations, applications, academic record changes, and related requests in accordance with established policies and procedures.

• Track key academic deadlines and proactively coordinate activities necessary to support registration and curriculum cycles.

• Assist students, faculty, and staff with questions regarding registration, curriculum, academic records, and Registrar processes.

Systems Support and Process Improvement

• Support the testing, maintenance, and ongoing use of Workday Student and other systems used by the Office of the Registrar.

• Troubleshoot routine system and business process issues and collaborate with the Registrar and appropriate campus partners to resolve more complex concerns.

• Assist with system testing associated with updates, new functionality, business process changes, and term-specific configuration.

• Identify opportunities to improve the accuracy, efficiency, and effectiveness of Registrar processes and recommend solutions to the Registrar.

• Assist with implementing and documenting approved business process improvements.

• Utilize reporting and system tools to support data analysis, validation, and operational decision making.

Compliance, Documentation, and Office Operations

• Apply College academic policies and established Registrar procedures consistently when processing records and responding to inquiries.

• Maintain current knowledge of FERPA and other applicable regulations and professional standards related to student academic records.

• Develop and maintain process documentation, reference materials, and procedures for assigned functional responsibilities.

• Support maintenance of accurate and timely Registrar information on the College’s website.

• Provide general operational support and cross functional coverage within the Office of the Registrar during peak periods and staff absences.

Campus Service and Collaboration

• Serve as a knowledgeable resource for students, faculty, staff, and campus partners regarding assigned Registrar functions.

• Communicate standard processes and general system requirements clearly to both technical and non-technical audiences.

• Collaborate with campus partners to resolve records, curriculum, and registration related issues.

• Provide responsive, accurate, and student centered service while maintaining appropriate confidentiality and professional judgment.

Position Qualifications 

Minimum Education and Experience

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.

• One to three years of experience in higher education administration, academic records, student services, data management, or a related administrative environment.

• Experience working with information systems, databases, or other technology supported administrative processes.

• Demonstrated experience working with detailed information requiring a high degree of accuracy and confidentiality.

Preferred Qualifications

• Experience working in a college or university Registrar’s Office or other student facing administrative office.

• Experience with Workday Student or another student information system.

• Experience with curriculum management, degree audit, registration, or academic records processes.

• Familiarity with Coursedog, WordPress, or similar platforms.

• Experience with business process documentation, system testing, or process improvement.

Knowledge, Skills and Abilities

• Strong analytical, problem solving, and organizational skills.

• Exceptional attention to detail and commitment to data accuracy.

• Ability to understand and consistently apply policies, procedures, and business rules.

• Strong written and verbal communication skills, including the ability to explain processes to technical and non-technical audiences.

• Ability to manage multiple priorities and deadlines in an environment with cyclical periods of high activity.

• Ability to exercise discretion and sound judgment when handling confidential student information.

• Ability to work independently while contributing effectively to a collaborative team.

• Proficiency with Microsoft Office and Google Workspace and demonstrated ability to learn new technology and information systems.

• Commitment to responsive service and effective collaboration with students, faculty, staff, and campus partners.

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.

• This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs.

• In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role.

• This position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations.

• Daily work will involve extended use of a computer, including keyboard and mouse

• Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds.

• Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed.

• The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills..

• The noise level is generally moderate; however, there may be occasional moments of louder  sounds depending on campus activity.

Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. 

To Apply:

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.