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Coordinator, Records

Basic Position Information

Job Code: 5250

Title: Coordinator, Records

Department: Various

Essential Personnel: N

Job Family: Enrollment Management

Job Sub-Family: Student Records

FLSA Classification: NE

Job Grade: 10

Grade Min: $36,294

Grade Mid: $42,645

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Coordinator, Records oversees administration and workflow of the department's record maintenance while ensuring data integrity and following record retention and disposal guidelines.

Duties

  • Prepares, scans, and indexes records
  • Troubleshoots, formulates responses and processes records and other related inquiries and requests
  • Reconciles and audits records, updating and disseminating data
  • Formulates and implements new and improved solutions to enhance services offered
  • Coordinates imaging and document auditing projects
  • Serves on various administrative committees, represents the university on state committees, and participates in local, state, and national conferences

Marginal Duties

  • May hire, train, and assign work and supervises staff, depends on department
  • Performs other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • May supervise

Delegation of Work:

  • May delegrate work

Supervision Given:

  • May hire, train, and assign work and supervises staff, depends on department

Qualifications

Required Education:

  • Associate's degree or 60 hours of college coursework

Required Experience:

  • Minimum of three (3) years of job-related experience

License/Certification:

  • None Required

Preferred Qualifications

  • None

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of trends, issues, and accepted practices relevant to the position

Skills:

  • Candidates must have strong analytical and problem solving skills, as well as excellent interpersonal and communication skills

Abilities:

  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment

Physical Demands:

  • Work is normally performed in a typical interior work environment which does not subject the employee to any unpleasant elements.
  • Position is physically comfortable; individual has discretion about walking, standing, etc.
  • Work environment involves minimal exposure to physical risks.

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:10 AM