University Records Coordinator

OKLAHOMA BAPTIST UNIVERSITY - SHAWNEE, OKLAHOMA

Address of Job Location: 500 W University St, Shawnee, OK 74804

Website page of the Job Posting

Job Summary:

The University Records Coordinator is responsible for overseeing and completing transfer credit evaluation and data entry into the student information system, communicating with athletics to determine NCAA eligibility and remaining requirements, and completing both internal and external reports.

Job Responsibilities:
• Function Specific Responsibilities
o Oversee and assist with receiving transcripts, evaluating transcripts, and entering transfer information into the student information system with assistance from other registrar staff and student workers.
o Oversee and assist with entering CLEP, AP, and other tests granting academic credit into the student information system.
o Assist with NCAA eligibility determination of student athletes. this will include evaluation of incoming transcripts, confirming transferable degree credits, terms of attendance, calculation of GPA information because not all courses will count toward GPA, sending copies of transfer transcripts and other necessary documents to Assistant Athletic Director of Compliance.
o Perform degree audits for athletes when necessary.
o Update student athlete data in NCAA systems and student information system.
o Send transcripts and other documentation to NCAA when necessary.
o Compile enrollment reports to external agencies such as OSHRE, National Student Clearinghouse.
o Compile internal reports for tracking enrollment as directed.
o Assist with ad hoc reporting as directed.
o
• General Registrar Duties
o Assist the Registrar with enrollment processes, grade processing, end of term processing, incomplete processing, etc. as assigned.
o Assist students with schedule changes as needed.
o Assist with entering FERPA and Ethnicity data into the student information system and store in electronic student record.
o Create student records in information system for non-degree seeking students.
o Assist with commencement ceremony responsibilities.
• Assist the Registrar with special projects and other duties as assigned.

Other Duties:
• Regularly review job functions and recommend improvements to enhance effectiveness.
• Maintain confidentiality of department and University information.
• Approximately 4 times a year, a Saturday is required for new freshman registration and commencement.

Job Requirements:
• Excellent customer service with internal and external constituencies.
• Professional competency in use of standard office technology, including Microsoft Office products and ability to learn and master other technology resources common to university functions, such as the student information system.
• Collaborative work habits and ability to establish collegial relationships, able to participate actively in a team environment.
• Strong interpersonal relationships and communication skills.
• Attention to detail in dealing with student records and reporting requirements and the ability to successfully handle multiple unique tasks within a typical day with efficiency and accuracy.

Education:
Required: College degree or significant work experience.
Preferred: Work towards or completed bachelor’s degree; experience in higher education.

Experience:
Preferred: Experience working with academic records, transcript evaluation, and knowledge of FERPA. Five years of higher education experience.

Equipment:
• Standard office equipment and technology (computer, scanner, printer, etc.).
• Microsoft Office.
• Student Information System (Banner).
• NCAA/Athletics Software (ARMS, Compliance Assistant).
• Parchment.

Physical Requirements:
Ability to sit for extended periods of time, lift 5-10 pounds, and have sufficient mobility and physical stamina to walk around campus to various offices.

Special Requirements:
• Must be a member of a local evangelical* Christian church.
*Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.

Expiration Date of Job Posting: March 01, 2026