Records Management Coordinator

Records Management Coordinator

EEO Statement  | Wright State University is an equal opportunity employer.
Faculty Rank or Job Title  | Records Management Coordinator
Job Category:  | Classified (non-exempt)
Department  | College of Graduate Programs and Honors Studies
EEO number:  | 25C146
Position FTE  | 100%
Minimum Annual or Hourly Rate  | $16.70/hr
Salary Band:  | CS 15

Job Summary/Basic Function: 
Serve as the primary position for the coordination and execution of enrollment processing for the graduate admissions cycle. Responsible for coordinating the application processing, communication plans, execution of reports, data migration and maintenance of data. This position will work in the university CRM and Banner data, regularly extracting data using complex filters and queries. Will be responsible for retrieving data and documents from partner agencies. Responsible for the CRM data accurately filtering to the graduate programs so they may make admission decisions in an efficient and reliable method. Provide technical support of graduate students with payment issues, password resets, or navigation using the admissions CRM application portal, either in person, telephone or via email correspondence.

Minimum Qualifications
A high school diploma or equivalent and three years (FT) of related work experience OR, two years of post-secondary education and 1.5 years of (FT) related work experience OR, a bachelor’s degree in a related field and 6 months (FT) of related work experience. Excellent interpersonal, verbal and written communication skills. Writing and editing skills. Ability to calculate basic math. Thorough knowledge and skills to utilize current office equipment and a variety of complex software packages. Demonstrated skills/knowledge of additional software may also be required. Ability to maintain accurate records.

Preferred Qualifications  | Knowledge of Slate, Banner and Xtender Previous work in university admissions

Essential Functions and percent of time:  | (70%) Process electronic applications for all domestic graduate student types Ensure authenticity of admissions documents and/or updates records and files relevant to department/university policy Execute admissions decisions based on application material, internal process documents and university policy Author correspondence for the Graduate Programs email as it pertains to enrollment, registration issues, term deferrals, document delivery and policy procedures Provide technical support to CRM end users that applying via the application portal; including but not limited to payment issues, password reset requests, and navigation of the system Execute CRM/Banner data syncs Coordinate and execute data imports from vendors, test score sends and partners (OAE, GRE, and GRE retraction letters, GMAT and Transcripts) Coordinate data entry from the programs and other sources (Combined degree, BSOM, Admission Decisions and Dept. changes in term directives) Manage duplicate record process leveraging multiple student systems Use error reports from multiple systems to aid in data maintenance and to solve data migration issues Troubleshoot issues with student registration driven by the complexity of multiple student systems Analyze and calculate cumulative GPAs from all transcripts in a student’s application and interpret results for admissions eligibility Prioritize the student experience and provides exceptional customer service 
(25%)Process electronic applications and admissions for honors students and help with honors data Provide support to applicants who require assistance with payment issues (payment status and payment refunds in TouchNet Perform testing and implementation of software and new applications Manage IT/vendor relationships that support data integration Assist with the collection of data and ensuring that data is input correctly; make recommendations for changes Maintain an understanding of admissions policies, procedures, and student data to inform strategies and tactics to best serve future students and the teams that support them Develop and revises forms, procedures, and systems to accommodate changes related to processing data, maintenance, storage records and student communication emails/letters Designated back-up position for admission duties performed by Associate Director of Graduate Admissions during their absence
Essential Functions and percent of time (cont'd):  | (4%) Provide relevant reports/information to partner offices such as the Registrar’s Office, Bursar’s office and colleges Collaborate with IT for audit processes and make recommendations for automations and data management Oversee the process of selection and initiates destruction of graduate academic records in accordance with the Graduate School Records Retention Policy and under the supervision of the Associate Director of Graduate Admissions Originate Non-Academic Petitions for graduate students indicating a previous felony conviction as per university policy Process incoming/outgoing mail Complete special projects and duties as assigned 
(1%)Assist with on and off campus events Provide guidance and work direction to student employees when applicable

Non-Essential Functions and percent of time:  |
Working Conditions  | Fast paced office environment Employee may be required to work after normal work hours during peak activity periods Occasional nights and weekends may be required during peak activity periods Employee may not be allowed to take vacation days during peak activity periods

To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.

Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free.  Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University.  This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants  |
Posting Date  | 03/20/2025
First Consideration Date:  | 04/02/2025
Closing Date  |
Open Until Filled  | Yes

Supplemental Questions

Required fields are indicated with an asterisk (*).

Required Documents

3640 Colonel Glenn Hwy., Dayton, OH 45435 USA