Academic Records Specialist

Job Description

Job Description

Valley Grande Institute for Academic Studies (VGI) is seeking a highly organized and detail-oriented Academic Records Specialist to join our growing team. This position plays a vital role in maintaining student academic records, supporting compliance initiatives, and ensuring accurate reporting in alignment with institutional, state, federal, and accreditation standards.

The ideal candidate is professional, dependable, student-focused, and able to thrive in a fast-paced educational environment. Experience working with student records, compliance documentation, or higher education administration is strongly preferred.

Responsibilities

• Maintain and manage physical and electronic student records, transcripts, attendance, grades, and academic files
• Process student enrollments, withdrawals, transfers, graduation documentation, and record updates
• Ensure compliance with institutional policies and accrediting agencies including ABHES, TWC, and other regulatory bodies
• Prepare and maintain reports related to attendance, SAP, enrollment, graduation, and compliance audits
• Coordinate with program directors, faculty, admissions, financial aid, and administration regarding student data and academic records
• Assist with student registration processes, scheduling, and testing coordination
• Support graduation preparation and documentation processes
• Maintain confidentiality and accuracy of all student information
• Provide excellent customer service to students, staff, and external agencies
• Participate in institutional events, orientations, and professional activities as assigned

Qualifications

• High school diploma or equivalent required
• Associate degree preferred
• Minimum of 2 years of administrative, registrar, records, or clerical experience preferred
• Experience in higher education, vocational education, or admissions preferred
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Bilingual (English/Spanish) preferred
• Proficiency in Microsoft Office, especially Excel and Word
• Ability to multitask, prioritize deadlines, and maintain accurate records

Preferred Skills

• Knowledge of student information systems and academic compliance reporting
• Familiarity with accreditation and regulatory standards
• Strong attention to detail and problem-solving abilities
• Professionalism and ability to work collaboratively within a team environment