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Position Classification Description

Position Class Code / Title: G4007 / Student Records Spec
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Researches discrepancies in student registration process. Interprets records/registration policy and procedures to students, faculty and staff. Handles non-routine requests and projects.

Duties and Responsibilities

  1. As appropriate to the position, handles discrepancies in registration process including holds, adds, drops, automated telephone registration system; answers student and faculty inquiries regarding academic issues as related to the records office.
  2. Works one-on-one with students to resolve specific student needs; responds to academic units regarding specific processes and procedures.
  3. Coordinates various related programs, to include grade replacement, academic renewals and grade petitions; ensures policies set up by faculty senate and registrar's office are followed; notifies students and faculty of outcome, as appropriate to the unit.
  4. Responsible for all aspects of the University of Albuquerque academic records, including transcripts, grade records, course descriptions, grade verifications, and other information in accordance with privacy laws and university policies, as appropriate to the unit.
  5. Computes accurate GPA, including conversion from other systems not compatible with a 4.0 system.
  6. Maintains student record databases and manual files; prepares statistical reports as appropriate.
  7. Coordinates the ordering of relevant supplies; maintains office machines as appropriate.
  8. May lead, guide, and train staff and/or student employees performing related work.
  9. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to calculate numbers, correct entries, and post to records.
  • Ability to analyze and solve problems and to make evaluative judgments.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Skill in the use of personal computers and related software applications.
  • Records maintenance skills.
  • Knowledge of customer service standards and procedures.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Knowledge of University policies and procedures as they relate to the Student Records Office.
  • Ability to process computer data and to format and generate reports.
  • Ability to provide technical guidance and leadership.
  • Knowledge of grade petition, replacement, and academic renewal policies.
  • Knowledge of purchase orders and related accounts payable documentation.
  • Knowledge of computerized student information systems.
  • Ability to evaluate student transcripts and/or records.

Distinguishing Characteristics

    Position requires: a) Responsibility for several programs including grade replacement, academic renewals and grade petitions; b) responding to academic units regarding specific processes and procedures; c) serving as liaison between students and faculty regarding the process and outcome of grading issues; and d) handling discrepancies in the registration process including holds, adds, drops, and automated telephone registration.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017