Student Records Specialist

Grand Forks, North Dakota (US)
$35,700 plus/year
May 20, 2019
Job Type
Full Time

Hiring Department:  Office of Extended Learning, a unit of the Teaching Transformation and Development Academy

Minimum Hiring Salary/Position Classification:  $35,700.00+/Annual, Full-Time, Benefited, Non-Exempt
Benefits: Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave.  Optional benefits available: supplemental life, dental, vision, long term care insurance, flexible spending account, supplemental retirement plans. 
Work Schedule:  Monday – Friday, 8:00 am – 4:30 pm

For full consideration, all application materials must be fully submitted by 5PM on the closing date.


Position Details:   A Complete Position Description is available as an attachment in the bottom right corner of this position announcement.

The Student Records Specialist position is part of a team within the Office of Extended Learning (OEL), a unit of the Teaching Transformation and Development Academy (TTaDA), focused on data entry and customer service, and is responsible for processing all student information, from registration to completion of a course, in our credit and non-credit programs.  Responsibilities include:

  • Utilize PeopleSoft, Blackboard, and SEMtek to thoroughly and accurately process registrations received via online, phone, or mail, for credit and non-credit courses and programs.
  • Generate invoices for students, and email or mail invoices to students and/or companies, and work with OEL Finance Unit to appropriately process and record student and company payments for registrations and course materials.
  • Work with 3rd party vendors to receive and process registrations and payments received through the vendor’s site.
  • Send confirmation emails and course materials to students by email, and respond to inquiry emails from students and instructors.
  • Accurately process student and course information, including recording lessons and grades in the database system; mailing correspondence lessons to students; utilizing Blackboard to enter and retrieve data; processing proctor and exam requests; processing course extensions, withdrawals, and cancellation requests; and recording appropriate data related to refunds. 
  • Send course confirmation emails and certificates or transcripts, as appropriate, to students upon completion of their course.
  • Provide excellent communication and customer service on behalf of OEL/TTaDA and the University of North Dakota via face-to-face, telephone, and e-mail.
  • Answer incoming calls and provide customer service to students, faculty members, staff and the general public.
  • Provide information to students and others regarding Office of Extended Learning credit and non-credit courses and programs including logistics and policies of each respective program.
  • Communicate professionally with OEL/TTaDA faculty and staff, other campus administrative offices, academic departments and with students to problem-solve questions and/or concerns.
  • Continuously review processes to identify and correct any inefficiencies or ineffectiveness.
  • Participate in team meetings, professional development training, and other duties as assigned.
  • Support the workplace culture of OEL by demonstrating the professional conduct and values expected of all employees.
  • Maintain a positive attitude and embrace process efficiencies and other changes.

Required Competencies:

  • Excellent interpersonal communication skills – both over the telephone and in face-to-face situations.
  • Excellent written, typing and spelling skills, including the use of professional grammar.
  • Demonstrated excellence in customer service.
  • Experience working with public; must be a people person, exhibiting a positive attitude and willingness to help people.
  • Proven ability to prioritize and multi-task to meet established goals and deadlines in an accurate and timely manner.
  • Demonstrated excellent organizational and planning skills.
  • Successful candidate will be detail oriented.
  • Demonstrated ability in problem solving, sound decision making, and critical thinking skills.
  • Proven ability to be self-motivated and work independently and as a team.
  • Proven ability to establish and maintain cooperative working relationships with coworkers and customers.


Minimum Requirements:

  • High school diploma or GED and 4 years of administrative, office/clerical, and customer service experience, OR Associates degree and 2 years of administrative, office/clerical, and customer service experience.
  • Experience with Microsoft Office Word and Excel, databases, email, and Internet.
  • Successful completion of Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. 


Preferred Qualifications: 

  • Experience with Blackboard
  • Experience with PeopleSoft

To find out why living and working in Greater Grand Forks is way cooler, check out
All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EEO/AA for screening, interviewing and selection purposes.
Confidentiality of Application Materials
Note: Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.
EEO Statement
UND is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.  Women, minorities, veterans and individuals with disabilities are encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status on the form found at  This information will remain confidential and separate from your application. 
ND Veteran’s Preference
North Dakota Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.
Clery Statement
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report.  The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus.  As a prospective employee, you are entitled to a copy of this report.  The report and statistical data can be found online at  You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND 58202.


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