Records Management Senior Specialist
Posting Details Applications will be accepted until midnight (Eastern Time Zone) on the 'Posting End Date' shown below.
Position Information Job Title Records Management Senior Specialist Applications Accepted From University Wide, AFSCME 3200 University Wide Special Instructions to ApplicantsTHIS POSITION IS NOT OPEN TO THE PUBLIC.
This position is being posted Bargaining Unit Wide and University Wide simultaneously to expedite the posting process.
However, AFSCME 3200 applicants will be considered first.
Please complete the online application and be prepared to attach required documents.
Required documents include a detailed cover letter, resume, and a list of at least three (3) professional references with current contact details, including email addresses.
) References will be used with discretion late in the process.
We seek candidates with a commitment to working effectively with students, faculty and staff from diverse background.
For full consideration, apply by August 14, 2023.
This position is eligible for the following
Benefits:
medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement.
Posting Number 20165557S Job Description JOIN A TEAM THAT SUPPORTS YOU At Ohio University Undergraduate Admissions, we believe in supporting and recognizing the talent that introduces thousands of students to OHIO every year.
From a data-driven and competitive salary structure and comprehensive benefits, paid time off to flexible work arrangements, professional development opportunities to tuition benefits, affinity organizations to shared governance, and more, OHIO is proud to support our employees.
ABOUT OHIO At Ohio University, we believe that the college experience should deliver more than a diploma.
We offer an experience that will stick with students for the rest of their lives.
Without question, we take academics seriously.
In fact, we are home to one of the most prestigious honors programs in the nation and several highly-ranked academic programs.
And, we have a laser focus on career success through internship and job placement programs as well as lifelong assistance from the most loyal and supportive alumni group on the planet.
We also know that the University experience is shaped by many other factors.
The stunning 1,740-acre main campus is located in what has been named one of America's best college towns and the University has been named #1 Best Value Public University in Ohio.
OHIO has been recognized for extensive efforts in a number of arenas, including an institutional commitment to diversity and inclusion for which the University has been named a five-time Higher Education Excellence in Diversity ( HEED ) award winner.
With its historic main campus in Athens; five regional campuses; three extension campuses in the Columbus, Cleveland, and Dayton areas; and one of the largest enrollments of online students among public universities in Ohio, the University has a collective enrollment of over 28,000 students.
Learn more about the OHIO experience at https:
//www.
ohio.
edu/forever and consider shaping that experience by applying for this role with undergraduate admissions!ABOUT UNDERGRADUATE ADMISSIONS Undergraduate Admissions supports outreach and recruitment strategy, admission policy and processes, and yield initiatives for domestic and international first-year, transfer, adult and non-degree students enrolling on the Athens campus and in OHIO Online programs.
The Undergraduate Admissions team is comprised of more than 50 full-time staff members, including a talented recruitment team based in Athens, as well as a growing team of strategically positioned staff members in key markets throughout the U.
S.
and around the world.
Undergraduate Admissions supports colleges, schools, and departments in the pursuit of academically specific recruitment and admission goals.
LEADERSHIP PROFILE & POSITION SUMMARY Position
Summary:
The Records Management Senior Specialist reports to the Associate Director for Admissions Application Management and provides daily oversight of undergraduate admission application and associate document processing and related workflows for all OHIO Campuses.
The incumbent consults with the Associate Director, Senior Assistant Director, and Assistant Director to establish processing and workflow priorities by campus, and entry term.
Monitors document workflows and loads and adjust staff duties as needed to ensure all document processing is completed in an accurate, efficient, effective, and timely manner.
Monitors both our Student Information System, electronic document file management system, and CRM to assure all systems are preforming correctly.
Trains, supervises, and manages the work of full-time temporary employees and part-time student employees assuring that the work is being completed in a timely manner for better service to students.
Monitors error reports to ensure accuracy of information loaded to all systems.
Trains and assists new and current employees on the use of the specialized systems when changes occur due to updates or system maintenance.
Records Management:
Coordinates, enters, processes, verifies, and maintains all critical data entered into the Student Information System, PeopleSoft, for domestic undergraduate admissions applications for all OHIO Campuses.
Ensures that all materials sent to Undergraduate Admissions is scanned, indexed and committed to Hyland OnBase electronic filing system.
Provides quality assurance that all documents are accurately indexed to the appropriate record.
Handles requests and coordinates collection of all types of additional materials needed for the completion of an application.
Requires the training and ability to review application records for all campuses and must be conscientious in making certain that each applicant's file is checked for complete and correct information necessary for review as well as being observant of special circumstances of the applicant.
Monitors work queues in OnBase and adjusts staff workloads to make certain that the offices level of work output is prioritized and distributed among staff to ensure a quick turnaround from submission of materials to decision to student based on campus and start term.
Supervising:
Hires, trains, supervises, and monitors 3-5 temporary full-time data entry employees during peak times of the year and 5-6 part-time student employees throughout the year.
Also trains new and existing full-time employees when any systems have had an update or process change.
Liaison and Customer Service Activities:
Serves as a liaison between Undergraduate Admissions, Enrollment Marketing and Operations, and OIT staff with updates and performance needs with our Student Information System (PeopleSoft), electronic document file management system (Hyland OnBase), and CRM (Slate) to ensure that our process is designed and maintained to best serve the office needs.
Serves as a liaison between Ohio University college Dean's offices, University Intercollegiate Athletics, University Legal Counsel, Dean of Students Office, and outside public/private institutions to advise, consult and respond to numerous requests for all types of records information and data needed to process a student's record.
Provides assistance to applicants, parents, and high school counselors with the application process.
Assists with questions on the student data required and errors that occur when incorrect or inaccurate data is submitted.
Troubleshoots errors that occur after the electronic application has been submitted with incorrect information.
Assists with questions that arise during the admissions process concerning Residence Life, Student Financial Aid & Scholarship, Bobcat Student Orientation, Registration, and all Colleges.
Knowledge of these departments to provide accurate information with understanding of how the SIS , document management system, and CRM interacts with other departments.
Quality Control:
Coordinates OBIEE reports for inaccurate and/or incomplete information that has been added to SIS.
Monitors OnBase exception queues for inaccurate information and makes corrections to the record and reprocesses the materials allowing them to continue through workflow.
Assists students and families with issues that arise with the completion of the admission application.
Checks for test scores that have gone into a suspense file and clear any inaccurate data that is causing an issue to allow it to process correctly.
Decision Making and Decision Release:
Responsible for reviewing and making admission decisions for domestic undergraduate applicants.
Each applicant is reviewed using selective admissions criteria being aware of all colleges and any updates that have been made with attentions to each individual application.
The applicant file is researched for curriculum, class rank, grade point average, course requirement and ACT / SAT test scores.
Questionable application files are forwarded to an Admissions Advisor for review upon completion of file.
Produces appropriate written communication for applicants including admission, denial letters, and ad-hoc letters.
Manually generates letters when a correction or change has been made to a record that warrants a new letter.
Other duties as assigned.
General Description:
Oversees file storage and records management.
Organizes, converts, and integrates files for storage.
Locates and retrieves records as requested.
Job ResponsibilitiesoActs as liaison between University, community, and outside federal and private agencies to respond to complex requests for all types of records, information, and data.
oTypically supervises and/or leads TAS staff and/or student employees.
oDevelops and directs processing, maintenance, and daily operations of data and/or records system(s).
oAssures security and confidentiality and makes decisions pertinent to records according to University policy, government regulations and/or compliance issues.
oHandles requests and coordinates collection of all types of information.
oPrepares and distributes special reports and impact studies for administration having direct impact on University (e.
g.
, subsidy, accreditation).
oEnsures compliance with governmental regulations and University policies, procedures, and guidelines.
oServes as primary contact for release and protection of confidential and sensitive records.
oDevelops and implements procedures related to records management.
Selected candidates are subject to a comprehensive background check and university judiciary review, and agree to adhere to the expectations outlined in the Undergraduate Admissions employee manual.
Minimum QualificationsKnowledge of technical and practical concepts, processes, and methods of records management typically obtained by a high school degree or GED or equivalent and a minimum of 5 years of experience within records management.
An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.
Preferred QualificationsAssociate's degree, or vocational or technical school degree.
Experience working with confidential or sensitive information highly preferred.
Knowledge of student information systems, electronic document file management systems, CRMs, and transfer credit.
General working knowledge of higher education.
Thorough understanding of Admissions procedures.
Clerical and records experience.
Ability to interpret state and institutional guidelines, policies, and procedures and to make decisions independently.
Ability to supervise and train others.
Ability to multi-task.
Ability to interpret and apply policy.
Ability to work in a web-based environment and with large databases.
Department Admissions Pay RateMinimum $19.
38 hourlyJob Open Date 07/31/2023 Posting Close Date8/14/2023Job Category Classified AFSCME 3200 Bargaining Unit appointment Months 12 month Planning Unit Vice President Enrollment Management Work ScheduleStandard office hours are Monday-Friday, 8:
00-5:
00; however, candidates must be willing to work evenings and/or weekends if necessary.
Flex-space and flex-time options may be available to promote a healthy balance of life and work.
Campus Athens Expected hours worked per week 40 Expected duration of assignment Ongoing Applicants may contact this person if they have questions about this position.
Erin Fraunfelter, email protected Diversity StatementOhio University is committed to creating a respectful and inclusive educational and workplace environment.
Ohio University is an equal access/equal opportunity and affirmative action employer with a strong commitment to building and maintaining a diverse workforce.
Women, persons of color, persons with disabilities, and veterans are encouraged to apply.
Job Information Employment Type full-time regular Job Family/Subfamily Records Management-Generalist Career Track & Level TAS 4 Pay Grade AF3200 15 Clery Act Crime Statistics Clery Act Crime StatisticsTo view the Clery Act Compliance Report Click here Applicant Documents Required Documents Resume/Curriculum Vitae Cover Letter References Optional Documents Posting Specific Questions Required fields are indicated with an asterisk ( ).
Please indicate how you learned about this posting.
www.
ohiouniversityjobs.
com www.
higheredjobs.
com www.
ohiomeansjobs.
com The Athens Messenger The Chronicle of Higher Education Ohio University employee OHIO Jobs Line (phone) Employment Agency Posted Announcement Professional Association Social Media (LinkedIn, Twitter, etc) OTHER Please indicate your highest level of education.
no HS diploma or GED HS diploma or GED Associate's degree Bachelor's degree Bachelor's degree plus some work towards graduate degree Master's degree Ph.
D.
or equivalent Will have earned Ph.
D.
by time of appointment Please indicate your level of experience with records management.
no related experience Less than 1 year At least 1 year, but less than 3 years At least 3 years, but less than 5 years At least 5 years, but less than 7 years 7 or more years Please select an option that best represents your current status:
I am a current Ohio University employee and NOT currently serving a probationary period.
I am a current Ohio University employee, and I am serving in either an initial or a promotional probationary period.
I am a current Ohio University Student employee.
I am not an employee of Ohio University.
Please indicate your level of management experience.
no related experience less than 1 year 1 year plus, but less than 3 years 3 years plus, but less than 5 years 5 years plus, but less than 7 years 7 years plus, but less than 10 years 10 years plus Are you a current Ohio University AFSCME 3200 employee who is not serving in an initial probationary period? yes no Recommended Skills Administration Application Lifecycle Management Communication Confidentiality Customer Service Data Entry Estimated Salary: $20 to $28 per hour based on qualifications.
Position Information Job Title Records Management Senior Specialist Applications Accepted From University Wide, AFSCME 3200 University Wide Special Instructions to ApplicantsTHIS POSITION IS NOT OPEN TO THE PUBLIC.
This position is being posted Bargaining Unit Wide and University Wide simultaneously to expedite the posting process.
However, AFSCME 3200 applicants will be considered first.
Please complete the online application and be prepared to attach required documents.
Required documents include a detailed cover letter, resume, and a list of at least three (3) professional references with current contact details, including email addresses.
) References will be used with discretion late in the process.
We seek candidates with a commitment to working effectively with students, faculty and staff from diverse background.
For full consideration, apply by August 14, 2023.
This position is eligible for the following
Benefits:
medical, vision, dental, basic and supplemental life, winter break closure, paid holidays, educational benefits for you and eligible dependents, sick leave, vacation, and retirement.
Posting Number 20165557S Job Description JOIN A TEAM THAT SUPPORTS YOU At Ohio University Undergraduate Admissions, we believe in supporting and recognizing the talent that introduces thousands of students to OHIO every year.
From a data-driven and competitive salary structure and comprehensive benefits, paid time off to flexible work arrangements, professional development opportunities to tuition benefits, affinity organizations to shared governance, and more, OHIO is proud to support our employees.
ABOUT OHIO At Ohio University, we believe that the college experience should deliver more than a diploma.
We offer an experience that will stick with students for the rest of their lives.
Without question, we take academics seriously.
In fact, we are home to one of the most prestigious honors programs in the nation and several highly-ranked academic programs.
And, we have a laser focus on career success through internship and job placement programs as well as lifelong assistance from the most loyal and supportive alumni group on the planet.
We also know that the University experience is shaped by many other factors.
The stunning 1,740-acre main campus is located in what has been named one of America's best college towns and the University has been named #1 Best Value Public University in Ohio.
OHIO has been recognized for extensive efforts in a number of arenas, including an institutional commitment to diversity and inclusion for which the University has been named a five-time Higher Education Excellence in Diversity ( HEED ) award winner.
With its historic main campus in Athens; five regional campuses; three extension campuses in the Columbus, Cleveland, and Dayton areas; and one of the largest enrollments of online students among public universities in Ohio, the University has a collective enrollment of over 28,000 students.
Learn more about the OHIO experience at https:
//www.
ohio.
edu/forever and consider shaping that experience by applying for this role with undergraduate admissions!ABOUT UNDERGRADUATE ADMISSIONS Undergraduate Admissions supports outreach and recruitment strategy, admission policy and processes, and yield initiatives for domestic and international first-year, transfer, adult and non-degree students enrolling on the Athens campus and in OHIO Online programs.
The Undergraduate Admissions team is comprised of more than 50 full-time staff members, including a talented recruitment team based in Athens, as well as a growing team of strategically positioned staff members in key markets throughout the U.
S.
and around the world.
Undergraduate Admissions supports colleges, schools, and departments in the pursuit of academically specific recruitment and admission goals.
LEADERSHIP PROFILE & POSITION SUMMARY Position
Summary:
The Records Management Senior Specialist reports to the Associate Director for Admissions Application Management and provides daily oversight of undergraduate admission application and associate document processing and related workflows for all OHIO Campuses.
The incumbent consults with the Associate Director, Senior Assistant Director, and Assistant Director to establish processing and workflow priorities by campus, and entry term.
Monitors document workflows and loads and adjust staff duties as needed to ensure all document processing is completed in an accurate, efficient, effective, and timely manner.
Monitors both our Student Information System, electronic document file management system, and CRM to assure all systems are preforming correctly.
Trains, supervises, and manages the work of full-time temporary employees and part-time student employees assuring that the work is being completed in a timely manner for better service to students.
Monitors error reports to ensure accuracy of information loaded to all systems.
Trains and assists new and current employees on the use of the specialized systems when changes occur due to updates or system maintenance.
Records Management:
Coordinates, enters, processes, verifies, and maintains all critical data entered into the Student Information System, PeopleSoft, for domestic undergraduate admissions applications for all OHIO Campuses.
Ensures that all materials sent to Undergraduate Admissions is scanned, indexed and committed to Hyland OnBase electronic filing system.
Provides quality assurance that all documents are accurately indexed to the appropriate record.
Handles requests and coordinates collection of all types of additional materials needed for the completion of an application.
Requires the training and ability to review application records for all campuses and must be conscientious in making certain that each applicant's file is checked for complete and correct information necessary for review as well as being observant of special circumstances of the applicant.
Monitors work queues in OnBase and adjusts staff workloads to make certain that the offices level of work output is prioritized and distributed among staff to ensure a quick turnaround from submission of materials to decision to student based on campus and start term.
Supervising:
Hires, trains, supervises, and monitors 3-5 temporary full-time data entry employees during peak times of the year and 5-6 part-time student employees throughout the year.
Also trains new and existing full-time employees when any systems have had an update or process change.
Liaison and Customer Service Activities:
Serves as a liaison between Undergraduate Admissions, Enrollment Marketing and Operations, and OIT staff with updates and performance needs with our Student Information System (PeopleSoft), electronic document file management system (Hyland OnBase), and CRM (Slate) to ensure that our process is designed and maintained to best serve the office needs.
Serves as a liaison between Ohio University college Dean's offices, University Intercollegiate Athletics, University Legal Counsel, Dean of Students Office, and outside public/private institutions to advise, consult and respond to numerous requests for all types of records information and data needed to process a student's record.
Provides assistance to applicants, parents, and high school counselors with the application process.
Assists with questions on the student data required and errors that occur when incorrect or inaccurate data is submitted.
Troubleshoots errors that occur after the electronic application has been submitted with incorrect information.
Assists with questions that arise during the admissions process concerning Residence Life, Student Financial Aid & Scholarship, Bobcat Student Orientation, Registration, and all Colleges.
Knowledge of these departments to provide accurate information with understanding of how the SIS , document management system, and CRM interacts with other departments.
Quality Control:
Coordinates OBIEE reports for inaccurate and/or incomplete information that has been added to SIS.
Monitors OnBase exception queues for inaccurate information and makes corrections to the record and reprocesses the materials allowing them to continue through workflow.
Assists students and families with issues that arise with the completion of the admission application.
Checks for test scores that have gone into a suspense file and clear any inaccurate data that is causing an issue to allow it to process correctly.
Decision Making and Decision Release:
Responsible for reviewing and making admission decisions for domestic undergraduate applicants.
Each applicant is reviewed using selective admissions criteria being aware of all colleges and any updates that have been made with attentions to each individual application.
The applicant file is researched for curriculum, class rank, grade point average, course requirement and ACT / SAT test scores.
Questionable application files are forwarded to an Admissions Advisor for review upon completion of file.
Produces appropriate written communication for applicants including admission, denial letters, and ad-hoc letters.
Manually generates letters when a correction or change has been made to a record that warrants a new letter.
Other duties as assigned.
General Description:
Oversees file storage and records management.
Organizes, converts, and integrates files for storage.
Locates and retrieves records as requested.
Job ResponsibilitiesoActs as liaison between University, community, and outside federal and private agencies to respond to complex requests for all types of records, information, and data.
oTypically supervises and/or leads TAS staff and/or student employees.
oDevelops and directs processing, maintenance, and daily operations of data and/or records system(s).
oAssures security and confidentiality and makes decisions pertinent to records according to University policy, government regulations and/or compliance issues.
oHandles requests and coordinates collection of all types of information.
oPrepares and distributes special reports and impact studies for administration having direct impact on University (e.
g.
, subsidy, accreditation).
oEnsures compliance with governmental regulations and University policies, procedures, and guidelines.
oServes as primary contact for release and protection of confidential and sensitive records.
oDevelops and implements procedures related to records management.
Selected candidates are subject to a comprehensive background check and university judiciary review, and agree to adhere to the expectations outlined in the Undergraduate Admissions employee manual.
Minimum QualificationsKnowledge of technical and practical concepts, processes, and methods of records management typically obtained by a high school degree or GED or equivalent and a minimum of 5 years of experience within records management.
An equivalent combination of education, training, and experience is acceptable.
Specific knowledge, certifications, and licensure will apply at the position level.
Preferred QualificationsAssociate's degree, or vocational or technical school degree.
Experience working with confidential or sensitive information highly preferred.
Knowledge of student information systems, electronic document file management systems, CRMs, and transfer credit.
General working knowledge of higher education.
Thorough understanding of Admissions procedures.
Clerical and records experience.
Ability to interpret state and institutional guidelines, policies, and procedures and to make decisions independently.
Ability to supervise and train others.
Ability to multi-task.
Ability to interpret and apply policy.
Ability to work in a web-based environment and with large databases.
Department Admissions Pay RateMinimum $19.
38 hourlyJob Open Date 07/31/2023 Posting Close Date8/14/2023Job Category Classified AFSCME 3200 Bargaining Unit appointment Months 12 month Planning Unit Vice President Enrollment Management Work ScheduleStandard office hours are Monday-Friday, 8:
00-5:
00; however, candidates must be willing to work evenings and/or weekends if necessary.
Flex-space and flex-time options may be available to promote a healthy balance of life and work.
Campus Athens Expected hours worked per week 40 Expected duration of assignment Ongoing Applicants may contact this person if they have questions about this position.
Erin Fraunfelter, email protected Diversity StatementOhio University is committed to creating a respectful and inclusive educational and workplace environment.
Ohio University is an equal access/equal opportunity and affirmative action employer with a strong commitment to building and maintaining a diverse workforce.
Women, persons of color, persons with disabilities, and veterans are encouraged to apply.
Job Information Employment Type full-time regular Job Family/Subfamily Records Management-Generalist Career Track & Level TAS 4 Pay Grade AF3200 15 Clery Act Crime Statistics Clery Act Crime StatisticsTo view the Clery Act Compliance Report Click here Applicant Documents Required Documents Resume/Curriculum Vitae Cover Letter References Optional Documents Posting Specific Questions Required fields are indicated with an asterisk ( ).
Please indicate how you learned about this posting.
www.
ohiouniversityjobs.
com www.
higheredjobs.
com www.
ohiomeansjobs.
com The Athens Messenger The Chronicle of Higher Education Ohio University employee OHIO Jobs Line (phone) Employment Agency Posted Announcement Professional Association Social Media (LinkedIn, Twitter, etc) OTHER Please indicate your highest level of education.
no HS diploma or GED HS diploma or GED Associate's degree Bachelor's degree Bachelor's degree plus some work towards graduate degree Master's degree Ph.
D.
or equivalent Will have earned Ph.
D.
by time of appointment Please indicate your level of experience with records management.
no related experience Less than 1 year At least 1 year, but less than 3 years At least 3 years, but less than 5 years At least 5 years, but less than 7 years 7 or more years Please select an option that best represents your current status:
I am a current Ohio University employee and NOT currently serving a probationary period.
I am a current Ohio University employee, and I am serving in either an initial or a promotional probationary period.
I am a current Ohio University Student employee.
I am not an employee of Ohio University.
Please indicate your level of management experience.
no related experience less than 1 year 1 year plus, but less than 3 years 3 years plus, but less than 5 years 5 years plus, but less than 7 years 7 years plus, but less than 10 years 10 years plus Are you a current Ohio University AFSCME 3200 employee who is not serving in an initial probationary period? yes no Recommended Skills Administration Application Lifecycle Management Communication Confidentiality Customer Service Data Entry Estimated Salary: $20 to $28 per hour based on qualifications.
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