SUMMARY

Kaeppel Consulting is seeking a Records Specialist on a contract basis at our higher education client site in San Antonio, TX. This position serves as the primary point of contact for the Office of the Registrar, providing exceptional customer service to students, parents, alumni, faculty, staff, and visitors. The Records Specialist supports a wide range of registrar operations, including academic records management, registration processing, enrollment verifications, and transcript services. The role requires strong administrative skills, attention to detail, and the ability to work independently while maintaining compliance with institutional policies and FERPA regulations.

JOB DUTIES

Essential duties, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations may be made as required. Requirements are representative of minimum levels of knowledge, skills, and/or abilities. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

• Serves as a primary point of contact for the Office of the Registrar. Answers telephones, greets visitors, and responds to email inquiries. Monitors and responds to high-volume departmental inbox communications.

• Utilizes student information systems (Colleague, Workday) and document imaging software (ImageNow) to access data and respond to requests from students, faculty, and staff. Researches and provides historical course descriptions as requested.

• Processes FERPA consent forms and parental access requests. Ensures confidentiality of student records in accordance with federal regulations.

• Oversees purchasing functions for the office, tracks operating budgets, and reconciles departmental purchasing card charges.

• Coordinates and processes travel applications, reimbursements, and travel arrangements.

• Advises students and parents on academic policies and procedures. Explains services offered by the Office of the Registrar.

• Assists students and faculty with processing course withdrawals, cancellations, and exceptions to policy.

• Prepares and distributes Dean’s Letters to students, parents, and academic advisors.

• Assists with class scheduling data entry and edits.

• Coordinates common exam scheduling with academic departments.

• Produces, updates, and prints office forms. Maintains an adequate supply of forms and other registrar-related materials.

• Provides administrative support to the Registrar and management team.

• Assists in advising students during registration and add/drop periods. Removes registration holds as needed.

• Serves as backup for processing transcripts, enrollment verifications, degree certifications, address/name changes, and other student record updates.

• Assists with commencement-related planning and activities.

ADDITIONAL DUTIES

• Collaborates with colleagues and other departments in a spirit of teamwork and professionalism.

• Ensures exceptional service delivery during high-volume or urgent requests.

• Complies with all institutional and Kaeppel Consulting policies and guidelines.

• Performs other related duties as assigned.

EDUCATION

Required:

• High School Diploma or GED.

Preferred:

• Bachelor’s degree from a four-year accredited institution.

EXPERIENCE

Required:

• One year of general administrative experience in a professional office environment, including customer service.

• Experience communicating effectively and professionally via email, in person, and over the phone.

Preferred:

• One to two years of experience in a registrar or enrollment services office at a higher education institution.

• Recent experience with student records management systems.

• Experience collaborating with students, parents, and faculty.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

• Familiarity with student records management practices and systems.

• Strong written and verbal communication skills.

• Ability to multitask and maintain exceptional attention to detail.

• Strong customer service orientation and professionalism.

Preferred:

• Experience maintaining accurate and organized student records.

• Knowledge of FERPA regulations and higher education processes.

• Ability to exercise sound judgment, prioritize tasks, and work independently.