Administrative and Records Management Coordinator

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Requisition Number:

62628

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

18-Mar-2025

Date Posted:

06-Mar-2025 Job Summary

The Office of the Registrar welcomes applications for an Administrative & Records Management Coordinator! This role serves in two main capacities; providing administrative and financial support for the Office of the Registrar and coordinating document imaging services and student record retention in the document management system (DMS). The Administrative and Records Management Coordinator is responsible for supporting administrative operations as assigned by the Executive Assistant/Assistant Registrar and overseeing imaging operations by scanning and maintaining student records archived in the DMS, and managing security and access to these records.

The administrative and financial support aspect of the position performs various tasks and assignments on behalf of the office which include: select HR processes, onboarding, payroll, monitoring Office of the Registrar work study awards, purchasing, and supply inventory. It also serves as the office liaison for various administrative functions on campus and is responsible for disseminating key messages and information to office personnel, as needed, in a timely fashion.

Facilitating the daily operations for imaging services includes: hiring, training and supervising imaging operations/archiving student employees as needed; completing imaging projects to ensure preservation and integrity of student and academic records based on established deadlines; ensuring compliance with state and national guidelines for archiving, retention and purging student records; making recommendations regarding the use of DMS functionality to maintain student records archives; and approving requests for and assigning access to student records in the DMS.

This position collaborates with Registrar staff on all CU campuses, as well as with other UCB departmental and University Information Systems (UIS) staff on historical records maintenance and access, systems training and records retention guidance. The individual in this position must have excellent communication, organization, management, supervisory and customer service skills, be very knowledgeable about the Universitys student records and Document Management System, and consistently work in a highly conscientious and professional manner.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities. Who We Are

The Office of the Registrar, in support of the educational mission of CU Boulder, ensures the integrity and security of academic records and provides enrollment and academic support through innovative systems and outstanding service to students and other partners.

We demonstrate leadership, excellence and integrity in all we do to improve the academic experience for CU Boulder students and other collaborators through ongoing innovation, collaboration, inclusiveness and quality service.

What Your Key Responsibilities Will Be

Administrative, HR, and Financial Support:

• Responsible for providing support to the Office of the Registrar including:
• • Processing of monthly and bi-monthly payroll (in coordination with the HR and HRSC);
  • Coordinating with various departments when onboarding or offboarding employees;
  • Processing Marketplace purchasing and invoices;
  • Overseeing office supplies and inventory;
  • Serving as the backup for P-card purchases;
  • Communicating performance plans and evaluation deadlines to office staff and supervisors.
• Serve as the backup and support for HR Liaison, Executive Assistant and Assistant Registrar, with FAMLI, Timesheet- reminders, leave audits, and attend HR liaison meetings as available to stay up to date on changes and communications.
• Support administrative aspects of the offices student employee workforce, including hiring, termination and raises for student employees.

Records Management:

• Direct administrative activities and organizational operations related to maintaining and updating student records in the DMS. This includes ensuring that student records are secure, complete, accurate, and legible.
• Work with key personnel in other departments that generate and maintain records, specifically the Office of Admissions, to ensure appropriate records are identified and transferred to the Office of the Registrar in a timely and secure manner for preservation and access.
• According to state, system and campus policies and rules, establish and monitor retention schedules and purge processes accordingly.
• Apply knowledge of standard processes and relevant rules and guidance to develop and institute organizational policies and procedures as this pertains to student records management.
• Ensure all key historical student records (transcripts, degree records, grade cards, Catalogs, etc.) are imaged or that there is a documented plan to image what is remaining with appropriate indices for searchability.
• Devise ways to more efficiently and effectively use system functionality to manage student records information.
• As the DMS administrator for CU Boulder Student Records, oversee the rights and revision control to ensure the security of student records, coordinating with Security & Access Coordinator. Maintain current knowledge of CU-SIS security, access policies and procedures.
• Maintain a comprehensive understanding and clear documentation of the location and means of all historical student records over which the Office of the Registrar has stewardship responsibilities. This includes maintaining a strong working relationship with university archivists, knowing what records reside in the archives and office vault, and identifying other records across campus that may need to be imaged and centrally maintained.
• Serve as a resource for campus departments on records standard processes related to retention, storage and security.
• Supervise, train and assign/monitor tasks for student employees assigned to imaging operations (includes hiring, scheduling, performance evaluations and raises).

Other duties as assigned:

• Perform all work responsibilities and maintain confidentiality in all applicable policies, rules, regulations, and laws, including Office of the Registrar department policies, University policies, Family Educational Rights and Privacy Act (FERPA). Support the office on special projects, including those that help measure productivity and goal achievement to identify areas needing cost reduction or business process improvements.

What You Should Know

• Hybrid with some in-person days weekly.

What We Can Offer

• The salary range for this position is $55,000 - $62,000 per year.

Benefits The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder. Be Statements Be authentic. Be pioneering. Be Boulder. What We Require

• Bachelors degree or equivalent combination of education and experience may substitute.
• At least one (1+) years of professional, job related experience in education, student services, support office or related a field.

What You Will Need

• Demonstrated communication, organization, management, supervisory and customer service skills.
• Ability to problem solve and make sound, independent decisions.
• Excellent leadership and process improvement skills.
• Excellent writing, editing, and proofing skills.
• Experience working under pressure in a deadline, results-driven environment.

What We Would Like You to Have

• Bachelors degree from an accredited four-year institution of higher education.
• Experience with student records maintenance, imaging operations management and DMS administration in higher education.
• Intermediate to advanced knowledge of Microsoft Office applications, including Word and Excel.

Special Instructions

To apply, please submit the following materials:

• A current resume.
• A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by March 18, 2025 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information. Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

Information :

• Company : University of Colorado Boulder
• Position : Administrative and Records Management Coordinator
• Location : Boulder, CO
• Country : US

How to Submit an Application:

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