Document Coordinator

Document Coordinator

Responsible for coordinating all of the transcript and diploma functions under the Processing Section within the Office of the University Registrar. Serves as the primary contact with the public with respect to all issues regarding transcripts and diplomas. Responsible for ensuring students' academic records are accurate and up to date. Responsible for ensuring diplomas are issued in a timely manner and can assist and advise administrators about academic policy. A high level of decision making, problem solving, customer service, organization, accuracy, quality control, and interpersonal skills is required.

Job Responsibilities

Consults with and advises various publics regarding transcript issues. Involves interpretation of transcripts, some of which date back to the early 1900's. Resolves transcript issues raised by former and current students. Requires a thorough knowledge of current and past academic policies and grading systems. Oversees the distribution of approximately 34,000 official transcripts annually. Assists with the Apostille process by preparing documents to authorize records for international students. (30%)

Troubleshoots and resolves all problems with transcript delivery, including any complications with transcript production that may require consulting with the third-party transcript vendor and / or LSU computer analysts to resolve issues. Serves as the local administrator for the third-party vendor transcript delivery system. This requires consistent monitoring of the transcript ordering and delivery process via the secure network. Requires the ability to provide the highest level of customer service to our students / alumni. (20%)

Assists Assistant Registrar with reviewing degree candidate spreadsheets in Excel. Works with third-party vendors regarding installing, upgrading, and testing diploma distribution both electronically and by USPS. Responsible for assisting the Assistant Registrar with preparing diploma and certificate delivery for all students graduating from LSU, LSU Law Center, and LSU School of Veterinary Medicine (approximately 7,500 per year). Processes requests for replacement diplomas, student publicity requests, and special requests from alumni. Requires the ability to provide the highest level of customer service to our students / alumni. (20%)

Responsible for assisting Assistant Registrar with scheduling courses for approx. 6000 Dual Enrollment students annually. Processes requests for specialized populations such as Leave of Absence and Academic Programs Abroad. Responsible for updating the Student Information System with respect to these special enrollment actions and maintaining all necessary documentation. Verifies accuracy of student records database in relation to transcripts, degree candidates, and diploma information. (10%)

Assists the Assistant Registrar with maintaining inventory of all graduation supplies for each semester, including all diploma covers, honors cords, hoods, medals, and name cards required for each commencement ceremony. Supports Assistant Registrar's maintenance of the graduation supply inventory and determines the necessary volume of future orders. This requires the physical ability to move and stack large boxes. Assist with stage set-up prior to commencement ceremonies. Responsible for monitoring e-mail requests regarding the Academic Regalia policy and approvals. (5%)

Responsible for basic website maintenance for commencement and transcripts, including graduation dates and schedules, academic regalia, and the link to the transcript request process. Assist with sending Listserv e-mails to graduating students in respect to engagement plans, as well as monitoring social media for the Office of the University Registrar (OUR). Responsible for monitoring and responding to the transcripts@lsu.edu and diploma@lsu.edu email accounts regarding both transcripts and diplomas, and supporting responses to the registrar@lsu.edu account. (5%)

Interprets and applies the Family Educational Rights and Privacy Act of 1974 (FERPA), University regulations (e.g., PS-30 Privacy Rights of Students), and Office of the University Registrar polices regarding the release of transcripts and other student data. Receives and reviews FERPA waiver submissions of students and / or documents verifying dependent status submitted by parents / guardians. Responsible for answering questions about the waiver process and maintaining documentation of all active waivers. Provides information in accordance with the FERPA regarding student academic records to the university community and outside agencies. Communicates daily with administrative staff in academic offices regarding academic records. (5%)

Responsible for working with the National Student Clearinghouse (NSC) on degree verifications. Serves as backup for all other NSC functions. Other duties as assigned by the supervisor, including occasional coverage of the front office area. (5%)

Additional Requirements

As with all LSU employees, due to this position title and / or responsibilities, this position has an obligation to assist students in the acquisition of necessary services. Should a student appear in need of or seek assistance with issues of an emotional, behavioral, or mental health-related matter, they should be referred to the proper service within the Student Health Center. In situations where the student creates an impression that they are a danger to themselves or others, the advisor should immediately contact the Care Team, the Dean of Students, or the appropriate law enforcement agency. The employee outside of those rights contained within FERPA should create no impression of client or patient confidentiality.

Minimum Qualifications

Bachelor's degree

Preferred Qualifications

Prior work experience in a Registrar's Office or academic unit performing registrar-related functions; basic knowledge of Workday Student functionality / architecture.

Job Competencies

Academic policy, procedures, principles & practice - Beginner

Communication - Proficient

Meeting deadlines - Proficient

Problem solving - Proficient

Organizing and multi-tasking - Proficient

Technical skills - Proficient

Critical Thinking - Proficient

Attention to detail - Advanced

Customer Service - Advanced