Records Specialist

Job #1153 (Internal Applicants Only)

Responsible for the incoming student process, including auditing paper files for completeness upon entrance, monitoring new student eligibility for enrollment, and creation/purging of student paper files. Supports the Assistant Registrar-Degree Audit in evaluation and transcription of transfer work.  Provides customer service to students, faculty, staff, parents and the public.

Essential Functions/Major Responsibilities

  • Manages the process of turning records of deposited applicants into students:
    • Reviews incoming student files for completion and follows up with Admissions and students as necessary
    • Assigns, monitors and releases registration holds as appropriate
    • Coordinates the transition of physical applicant files into student files
    • Manages the purging and archiving of student paper records
  • Under the direction of the Assistant Registrar:
    • Maintains a bank of previously approved transfer equivalencies; researches and updates to incorporate changes and ensure accuracy
    • For incoming and potential students, evaluates for transferability, and then transcripts, coursework from other colleges and universities including international and military, and non-course credit-earning situations such as IB, AP, and CLEP, consulting with department chairs as necessary

Secondary Functions: Serves as back-up for all Registrar’s Office functions, periodically assists in maintaining/updating computerized student data.

Job Scope: There is no budgetary or policy-making responsibility, but there is responsibility for developing efficient work systems and procedures.  Duties are performed independently, but within predetermined instructions and standards.  Mistakes/errors may result in negative impact on students, breach in confidential information, poor customer service, interrupted work flow, missed deadlines.

Supervisor Responsibility:  Position has no supervisory responsibility

Education and/or Experience

  • College-level education desirable
  • Previous experience in a busy, deadline-oriented office environment
  • Previous experience with higher education/student support services desirable
  • Colleague experience desirable

Required Knowledge, Skills, Abilities & Behaviors

  • Exceptionally high attention to detail and accuracy in work is essential
  • Self-directed, organized and able to work without direct supervision
  • Excellent written and verbal communication skills
  • Demonstrated excellent customer service skills in occasionally-stressful environments:
    • communicate professionally and effectively with a range of people from diverse ethnic and cultural backgrounds
    • work successfully in an environment where you must multi-task and are interrupted regularly
    • be able to prioritize and organize work duties
    • be professional in appearance, conduct, and overall performance
  • Able to:
  • work successfully in a flexible, team environment
  • ask questions and seek assistance when needed, to ensure accuracy
  • take initiative to solve problems and/or resolve issues
  • maintain confidentiality and work within FERPA guidelines and procedures
  • accurately explain University policies, procedures and general information
  • accurately use Microsoft Office (Word, Excel, Power Point, Outlook) and administrative software systems (Colleague experience preferred)

Working Conditions: Normal office environment with multi-tasking and interruptions; regular computer and telephone work required.  May occasionally require hours that exceed 8 hours a day and/or 40 hours per week during peak periods.

Physical Activities:  Talking, hearing, repetitive motion (keyboarding)

Physical Requirements: Sedentary work


Please email cover letter, resume and names and phone numbers of three professional references to Please name your documents as shown in the following example: (Example:  Adams_Amy letter, Adams_Amy resume, Adams_Amy references). You may also mail your application materials to Human Resources/Pacific University, 2043 College Way, Forest Grove, OR  97116.

Application materials will be screened and interview candidates will be selected and notified. The hiring process normally consists of several interviews and can last several weeks depending on the position. Employment is contingent upon eligibility to work in the United States and successful completion of a background check. If the position is posted on our online job board it is an available position and you may apply. No phone calls please.

Pacific University is a small but diverse community, where students thrive in a personal academic environment. Tracing its roots back to 1849, when it began as a school for orphans of the Oregon Trail, Pacific has long been devoted to making a difference in people’s lives.

Today, students study in a unique combination of undergraduate, graduate and professional programs in the liberal arts and sciences, optometry, education, health professions and business. Pacific University has campuses in Forest Grove, Hillsboro, Eugene and Woodburn, Oregon, as well as an office in Honolulu. In addition, a variety of Pacific University health and eye clinics throughout the Portland area serve patients and provide students with practical experience.

At Pacific University, students and faculty engage in discovery through close, nurturing relationships that provide extraordinary learning experiences. International study, service learning, internships and co-curricular activities have been integral parts of the education of nearly 25,000 alumni worldwide who share in the Boxer spirit.

Notice of Nondiscrimination Policy | It is the policy of Pacific University not to discriminate on the basis of sex, physical or mental disability, race, color, national origin, sexual orientation, age, religious preference or disabled veteran or Vietnam Era status in admission and access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other classification protected under state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116,