Position Classification Description

Position Class Code / Title: G6002 / Supv,Student Records
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 11

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.


Oversees and coordinates all day-to-day operational aspects of a major, centralized academic registration and records center of the University, ensuring compliance with all relevant laws, regulations, and University policies and procedures. Develops and implements comprehensive student records systems as appropriate to the entity, and may coordinate the student records management activities of the various academic departments.

Duties and Responsibilities

  1. Oversees all facets of the daily operations of the organizational unit, ensuring compliance with the University, state, and federal laws, policies, and regulations.
  2. Leads and/or supervises lower graded staff and/or student employees to include work allocation and problem resolution.
  3. May participate in recommendations for hiring, firing, performance evaluation and training.
  4. Manages and maintains academic records on all students within the academic unit, ensuring compliance with all applicable Federal and State laws and regulations, and University policies and procedures.
  5. Oversees processing of student grades, updating transcript information, and/or other relevant academic information as appropriate to the unit, such as credentials, clerkship schedules, and performance evaluations.
  6. Coordinates requests for student record information and verification of student qualifications and/or academic progress, ensuring compliance with Unversity policies and privacy laws.
  7. Participates in development and maintains recordkeeping systems and databases on student demographics and/or academic performance; provides reports to internal and external constituencies as required.
  8. Provides advisement to students and staff on a range of issues relevant to the student records activity, as appropriate to the context of the position.
  9. Responds to inquiries and researches and resolves problems related to transactions handled by the unit; serves as liaison with other constituencies in the resolution of day-to-day administrative and operational issues.
  10. Develops operating goals and objectives for the unit; implements and administers methods and procedures to enhance operations, as appropriate to the unit.
  11. May participate and/or assist in the preparation and delivery of student and/or staff informational materials and presentations, as appropriate.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 5 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 develop and maintain recordkeeping systems and procedures.
  • Skill in the use of computers, preferably in a PC, Windows-based operating environment.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to develop and deliver presentations.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Knowledge of customer service standards and procedures.
  • Skill in organizing resources and establishing priorities.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Knowledge of college-level student records principles, policies, and procedures.
  • Ability to analyze and solve problems.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Ability to maintain confidentiality of records and information.
  • Ability to create, compose, and edit written materials.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Ability to investigate and analyze information and draw conclusions.
  • Employee development and performance management skills.
  • Ability to provide technical advice, guidance, and support to professional staff in area of specialty.

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