Student Records Specialist

Updated: 3 months ago
Location: Lawrence, KANSAS


School of Pharmacy

Position Overview

Provide administrative support for Recruitment & Retention and School of Pharmacy Administration, under the direction of the Recruitment & Retention Coordinator.  To work independently and maintain confidentiality is essential.

Job Description

45% Student records: Receive, process, and retain confidential records for pre-pharmacy/prospective PharmD, KU/transfer, and current PharmD students; including transcripts, exam scores (such as PCAT, HSRT, SJT, etc.), University and PharmD application materials, and relevant communications. Process and document degree requirement audits, academic standing, application for graduation (approve, deny, rescind), degree certification. Provide Recruitment & Retention Coordinator, Dean's Office, and School Committees with student information as needed. Responsible for organization and policies for these processes.

25% Academic services: Provide services such as coordinate advising appointments, course access for enrollment; administer access to elective pharmacy courses; provide University forms/processes to students as needed. Responsible for monitoring PharmD student progress and document delays, probation, suspensions, and dismissals; and reporting findings or concerns to the appropriate office or person. Communicate and cooperate with University partners including but not limited to Admissions, Registrar and Enrollment Management, First Year Experience (orientation), Undergraduate Advising Center, International Student Affairs, College of Liberal Arts & Sciences, Career Services, Academic Achievement & Access Center, Provost/KU Core Curriculum Committee, Undergraduate Studies, etc.

25% Administrative support: Coordinate prospective and current student appointments, preparation of various reports, coordinate meetings, schedule PharmD candidate interviews, monitor inbox, field & disseminate Pharmacy inquiry web form submissions, communicate with current and prospective students; assist with coverage of reception area, field walk­in and phone traffic, maintain list of elective pharmacy classes, proctor exams/quizzes, proof commencement programs for BSPS & PharmD, archive PharmD records, support School of Pharmacy events.

5% Other duties as assigned by supervisor to assist in support of students and the School of Pharmacy.

Required Qualifications

1.  High school diploma or G.E.D.
2.  Four years of experience providing office support and information management.
3.  Previous experience utilizing Microsoft Office, particularly Excel, Word, and Outlook.
4.  Excellent written communication skills, as evidenced by application materials.

Preferred Qualifications

1.  Professional experience in higher education.
2.  Established computing skills using standard workplace productivity software for word processing, calendaring, spreadsheet and database use, etc.
3.  Experience with campus-wide systems such as Oracle, Jenzabar, Ellucian, etc; LMS resources such as Blackboard, Canvas, Angel, etc; and CRM products such as Hobsons, State, Liaison, etc.

Contact Information to Applicants

Chris Claussen

Additional Candidate Instruction

A complete application includes an online application, cover letter, resume highlighting pertinent experience relative to the required and preferred qualifications and contact information for three professional references.  Only complete applications will be considered.

Application deadline is February 28, 2019.

Application Review Begins


Anticipated Start Date


Work Location

University of Kansas - Lawrence

FLSA Status

Nonexempt (Hourly)

Employee Class

U-Unclassified Professional Staff

Work Schedule

8am - 5pm Monday - Friday
Possible evening or weekend for occasional events

Job Family

Administrative Support-KUL


The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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