10018310 Records Retention Specialist REVISED

Staff Application - please complete and email with supporting documents
School/Department: Office of the Registrar
Primary Location: Macon
Position: Staff
Job Type: Full Time
Position Close Date: Until Filled

JOB SUMMARY: This position is responsible for accurate evaluation, maintenance, and updating of student academic records, and assist with all front end processing.


  • Evaluates transcripts for academic renewal
  • Determine and posts credit for AP/CLEP/DANTE/IB scores and equivalent courses in Banner.
  • Updates students residency, CPC requirements, academic status, and learning support attempts.
  • Process all student petitions – update/change records.
  • Assists in updating articulation catalog, DegreeWorks, and the academic catalog.
  • Tracks returning provisional students and new students for missing transcripts, transient letters, etc.; notify students of requirements; places holds.
  • Processes grade changes, check repeats and academic standing.
  • Reviews, determines eligibility, and updates records for academic renewal.
  • Assists the front staff with policies and BANNER processes.
  • Monitors Learning Support student records.
  • Assist with all registration activities
  • Assists faculty, staff and students with BANNER web questions to include GPA calculations, records, etc.
  • Responds to queries from faculty, staff and students concerning academic policies and procedures.
  • Runs major processes to complete end-of-term processing.
  • Ensure all grades are timely posted by the faculty and monitors the posting process
  • Track the inactivation of Records of students graduating each term and request change of majors of continuing students.
  • Sends incomplete grade notifications to students and faculty and processes incomplete changes of grades.
  • Handles status code changes for all online withdrawals.
  • Perform related duties as assigned to include graduation.


  • Knowledge of university transcript, catalog, course, and policy review procedures.
  • Knowledge of transfer credit policies and procedures.
  • Knowledge of Family Educational Rights and Privacy Act (FERPA) requirements.
  • Knowledge of university policies and procedures.
  • Skill in the operation of computers and job related software programs.
  • Skill in decision making and problem solving.
  • Skill in interpersonal relations and in dealing with the public.
  • Skill in oral and written communication

SUPERVISORY CONTROLS: The University Registrar assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures and the nature and propriety of the final results.

GUIDELINES: Guidelines include Board of Regents policies, agreements with other institutions, FERPA requirements, and university policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.


  • The work consists of related duties in the evaluation of Academic Renewals. Strict guidelines contribute to the complexity of the position.
  • The purpose of this position is to processes academic renewals, evaluates transfer credit and other front office assignments. Success in this position ensures the accurate academic renewals processes.


  • Contacts are typically with co-workers, other university personnel, faculty, staff, students, representatives of other institutions, and members of the general public.
  • Contacts are typically to give or exchange information, to resolve problems, or to justify, defend or settle matters                                                          


  • The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping.
  • The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position supervises the work of assigned student workers.


  • Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an associate degree.
  • Knowledge of computer and job-related software programs.
  • Skill in decision-making and problem solving.
  • Skill in training and coordinating the work of related personnel.
  • Skill in interpersonal relations and in dealing with the public.
  • Skill in written and oral communication.
  • Must possess a valid driver’s license.


  • Knowledge of admission, registration and degree program requirements.
  • Knowledge of academic standards governing the student population.
  • A bachelor’s degree from a regionally accredited college/university.
  • Knowledge of student recruitment and retention principles.
  • Experience in higher education, working knowledge of DegreeWorks.
  • Minimum of two (2) years’ experience in a post-secondary or professional advising position.


  • Position is non-exempt (bi-weekly paid).
  • Salary grade 14

TO APPLY: Application materials should be emailed as a Microsoft Word or Adobe.pdf attachment to: recruitment@mga.edu with the subject line “10018310 Records Retention Specialist 12.16.2020”. Application materials are to include a resume, an MGA Staff application; a letter of interest which includes salary requirements; and three professional references. Paper application materials will not be accepted.

Background checks will be conducted on all final candidates

Staff Application - please complete and email with supporting documents

A Unit of the University System of Georgia