Student Records Assistant (Transcript Clerk)

Note for Current UM Employees

Current employees must apply internally via ConnectU > connectu.olemiss.edu

The University of Mississippi

"The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.”

Department Summary

The mission of the Office of the Registrar is to preserve the integrity, accuracy, and privacy of all academic records; to interpret institutional and governmental policies to members of the academic and general community; and to efficiently distribute those records in full compliance with applicable policies, laws, and regulations.

The Office of the Registrar strives to be leaders in the campus community. We are dedicated to serving our constituents with integrity, accuracy, and accountability by developing a knowledgeable, resourceful, empowered, and valued team. 

Role Specifications

Below you will find classification and compensation information.  For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -Student & Academic Services

Sub-Family -Student Records

Career Track / Level - O2

Grade -2

Role Summary

Assists in the successful maintenance of student records through performing registration functions, supporting daily operations, and communicating with students.

This position coordinates and participates in the clerical duties involved in processing and issuing official and unofficial copies of student academic records. The incumbent maintains a multi-line calling system. The incumbent greets visitors and answers inquiries. The incumbent is responsible for maintaining and transmitting accurate.

1. Written and verbal communication
2. Customer service
3. Handles a multi-line calling system.
4. Maintains and transmits accurate information
5. Greets visitors and answers general inquiries 
6. Performs general clerical duties 

Examples of Work Performed

• Receives requests from current and former students and university officials for official and/or unofficial copies of student records.
• Assists over-the-counter and telephone customers or generates and prints the online version of the transcript.
• Processes transcript requests and over-the-counter transcript requests or mailing/fax or electronic.
• Collects payment for the transcript service.
• Composes and types or uses prepared form letters, and emails to answer requests or questions, or concerns, ensuring FERPA regulations.
• Prepares cash reports and deposits monies in the Bursar’s office.
• Scans admissions documents into the electronic filing system and verifies that documents are entered properly.
• Trains and offers guidance to assigned personnel.
• Checks, generates, and processes third-party transcript request service.
• Assists students in updating school records.
• Verification letter.
• Performs related or similar duties as required or assigned.

Essential Functions

These essential functions include, but are not limited to, the following.  Additional essential functions may be identified and included by the hiring department.

1. Performs routine registration functions such as: reviewing prerequisite requirements; verifying course, lab, and additional student fees; processing class additions, cancellations, and drops/withdrawals to ensure an effective and efficient process for students.
2. Maintains accurate student records and information within the student information system
3.Supports UM students and the Registrar as an informational resource
4. Maintains confidential information and upholds UM and Registrar policies regarding confidential and sensitive information, executing discretion on a daily basis

Minimum Education/Experience

Education: High School or Equivalent

Experience: (2) Two Years Experience

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, national origin, ethnicity, citizenship, age, disability, military status, protected veteran status, genetic information, or any other legally protected status.

Minimum Physical Requirements

Physical Requirements:  These physical requirements are not exhaustive, and additional job-related physical requirements may be added to these by individual agencies on an as needed basis. 

Corrective devices may be used to meet physical requirements.

Physical Exertion:  The incumbent may be required to lift up to approximately 10 pounds.

Vision:  Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination:  While performing the duties of this job, the incumbent is frequently required to talk and hear; and use hands to finger, handle, or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.