Records Management Specialist

The University of Pikeville (UPIKE), the Leading University in Central Appalachia, is seeking a Records Management Specialist, who will perform clerical services to the entire academic community in the Registrar’s office and serve as assistant for the University Registrar and Assistant Registrar by performing the following responsibilities:

Primary Responsibilities:

  1. Upholds the integrity of the Registrar’s Office and all parts of the University of Pikeville. Will not allow anyone else to use his/her username/password or otherwise obtain access to all types of academic records. He/she agrees to protect his/her username/password against inadvertent disclosure and/or share his/her name/password with other individuals or entities. He/she agrees to comply with all federal, state and local requirements pertaining to the security, confidentiality and privacy of information maintained by the University of Pikeville, including the Federal Family Educational Rights and Privacy Act (FERPA).
  2. Functions as a receptionist: Duties include, but are not limited to answering telephone, in-person and e-mail inquiries and requests; ascertains the nature of business of each, and then disperses them to appropriate person or persons. Also, schedules appointments for registrars using Outlook Calendar; maintains good customer service; and distributes copies of all forms maintained by the Registrar’s office.
  3. Orders all office supplies, completes purchase orders, check requests, expenditure vouchers and work orders generated within the Registrar’s office, as well as reconciles the credit card statement each month.
  4. Performs scanning using Image Now, verifying scanned documents, linking, and purging/shredding of academic permanent files/records, as well as filing.
  5. Assists students with the registration process; checking forms, inputting student’s class schedules into the computer database; processes drops, adds, and withdrawals; assigns advisors; changes, adds, activates, withdraws academic programs; etc. that includes organizing, alphabetizing, and filing documents.
  6. Processes transcript and record requests in all modes of delivery.
  7. Serves as Parchment administrator.
  8. Processes Request for Directed Independent Study/Directed Research/Internship/Practicum forms including creation of classes, assessment of fees,
    registration, and notification to student, instructor, and advisor.
  9. Prepares deferments; letters of good standing; enrollment verification letters/forms, insurance forms, international letters, mail merges, envelopes, reports, etc., except for KYCO and KYCOM.
  10. Performs data-entry into Colleague of information from various forms including but not limited to Petition for Course Substitution, Incomplete ‘I’ Grade forms, Change of Grade Request, Registration Permissions Request Form, etc.
  11. Monitors, determines, updates, and data entry of all aspects of the first-year studies (FS 102) requirement.
  12. Serves as Acadeum (College Consortium) Administrator.
  13. Coordinates, oversees, and serves as administrator of the Fall Undergraduate Schedule of Classes (Undergraduate), such as:
    • Creating Timeline for submission and completion
    • Create and maintain Excel Spreadsheet
    • Coordinate data entry of schedule into Colleague
    • Changes/Additions/Cancellations
    • Instructor/Professor Assignments
    • Room Assignments
    • Proofreading
  14. Coordinates, oversees, and serves as administrator of the all MBA Schedule of Classes (Graduate/Masters), such as:
    • Creating Timeline
    • Create and maintain Excel Spreadsheet
    • Coordinate data entry of schedule into Colleague
    • Changes/Additions/Cancellations
    • Instructor/Professor Assignments
    • Room Assignments
    • Roster Verification
    • Verifying of Grades
  15. Coordinates, oversees, and serves as administrator of the Dual Credit Program, such as:
    • Works with Deans and Admissions personnel on aspects of Dual Credit
    • Course Creation
    • Registration
    • Roster Verification
    • Mid-Term Grades
    • Final Grades
    • Attend Meetings
  16. Assists with registration of students.
  17. Assists with data-entry of class schedules.
  18. Assists with the preparation and implementation of graduation ceremonies.
  19. Utilizes word processing, the Internet, electronic mail, spreadsheets, databases and other computer and technologically enhanced learning tools to carry out responsibilities in an efficient and thorough manner.
  20. Demonstrates willingness to continue training and/or education to meet changing needs and procedures in academic administrative support services.
  21. Performs other duties as assigned.

Secondary Responsibilities:

  1. Handles incoming and outgoing mail for the Registrar’s office.
  2. Performs additional duties as required by the University Registrar; including, but not limited to, taking and transcribing minutes of meetings, typing, data research, or copying and assembling materials.
  3. Performs inventory of forms in stock for everyday use, maintains copier machine including placing service calls, and places printing orders, as needed.
  4. Assist with College Source.
  5. Assists with prerequisite checking.
  6. Assists with data-entry of transfer credit.
  7. Assists with GROWL.

Responsibilities When Needed:

  1. Schedules and notifies confirmation of campus classroom facilities for the university and public use (with the exception of Booth Auditorium, COAL building, HPE building, Gymnasium, Walters Room, and Sturgill Board Room).
  2. Monitors waitlisted classes and performs registration and notification to students.


Position requires continuous contact with co-workers, supervisor, student workers, graduate assistant, faculty, and staff in order to assign jobs, obtain instructions, make decisions, and answer any questions that may arise. Contact with students and parents is necessary in order to talk about schedules, transcripts, enrollment information, class instructors, and any other inquiries that may arise.

These relationships are maintained through e-mail, telephone, or person-to-person contact.

Education/Skill Requirements:

  • A Bachelors’ degree preferred, minimum Associate degree from a college or technical/vocational school (2 years), or equivalent work experience with business studies preferred.
  • Some (2-3 years) experience using basic clerical skills.
  • Must have ability to multi-task.
  • Must have excellent written and oral communication, organizational, typing, and critical thinking skills.
  • Must be proficient with Microsoft Office, particularly Word and Excel.
  • Must be familiar with conducting research on the Web.
  • Must have experience working with office equipment, e.g. computer, copier, telephone (multi-line), printer, and scanner.
  • Recommended experience with database management, such as a Student Information System (SIS), particularly Colleague/Ellucian.

The University of Pikeville offers a competitive salary commensurate with qualifications and experience. UPIKE offers a competitive benefits package including medical, dental, vision, and life insurance, telemedicine, long-term disability, tuition waivers, a 403(b)-retirement plan, and HSA, FSA, & dependent care accounts. UPIKE also offers a generous holiday schedule and paid leave program.

Important Notes: Resume and other application materials will be reviewed to determine if you meet the required qualifications for the position. If it is determined that you meet the required qualifications, your application materials will be used to identify a top group of the most highly qualified candidates. Please, specifically address the qualifications, competencies and desired qualifications in your resume and application materials.

The University of Pikeville is committed to providing a safe and productive learning, living and working community. To achieve this goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history.

The University of Pikeville is an equal opportunity employer committed to assembling a diverse, broadly trained faculty and staff. The University of Pikeville does not discriminate on the basis of race, ethnicity, color, sex, gender, gender identity, sexual orientation, religion, national origin, age or disabilities in its programs, activities, hiring, or the admission of students. Inquiries may be directed to the University of Pikeville Title IX Coordinator by calling 606-218-5344.

For more information about the University of Pikeville, please visit Interested applicants should complete the online application by visiting In addition to the application, interested applicants are requested to attach to their application a letter of interest, current resume, and the contact information for three to five professional references.

Date Posted: 07/13/2020
Department: Academic Affairs
Employment Type: Full-Time (40 hours)
Position Type: Staff