Document Coordinator - California Southern University (Remote)

The Document Coordinator is responsible for collection, organization and monitoring required documentation which comprise an academic file as well as distribution of such information and documentation in alignment with standard operating procedures. The Document Coordinator is responsible for adhering to all University policies and procedures necessary for compliance with external standards as set by accrediting and licensing organizations, state and federal agencies, and other regulatory entities.  Provides support to customers, both internally and externally, in a professional and timely manner that supports achievement of the University's goals and objectives. 

Principal Duties & Responsibilities 

Principal Duties for both teams

• Review student records and information, ensures adherence to all University policies and procedures outlined by the course catalog, student handbook, and standard operating procedures and understand and comply with the Family Rights and Privacy Act and other applicable laws and regulations to ensure the integrity of student records related to the department.
• Data entry of student records and information.
• Maintains and archives academic files and records; including control, collection, organization, documentation, evaluation, monitoring of academic files for students in accordance to deadlines.
• Provide outstanding internal and external customer service by responding to all inquiries in a timely manner and maintaining availability for student questions during designated department hours. 

Student Status Change & Assorted Process -- Team

• Processes a broad range of student records processes as initiated by the University such as: school grade changes, monitoring attendance, military portals, and course building in CampusVue, military portals.
• Processes a broad range of student driven requests for processing such as: loan deferments, student directory changes, transcript requests, grade reports, diplomas and enrollment verifications.
• Prepares data and monitoring of this data on a broad range of student records information such as: graduation, registration, term honors, and incomplete reports.  

Student Transcript & Record Review -- Team

• Retrieves transcripts to complete student files for degree verification which includes performing outbound calls to schools and students.
• Resolves student inquiries through inbound phone calls, live chat with students.
• Verifies document validity and legitimacy.
• Data entry of student records and information.
• Specific additional functions may include academic evaluation of eligibility for specified grants and scholarships offered by the campus.

Knowledge, Skills and Abilities, Competencies 

• Basic computer skills -- experience with Microsoft (WORD, Excel, Outlook) preferred
• Possesses excellent verbal communication skills and good written communication skills
• Persistence combined with a positive attitude and approach to work and others
• Mature, positive and collaborative interpersonal skills
• Learns to effectively utilize all applicable school systems, databases and tools effectively.
• Ability to prioritize, competing demands and work within strict deadlines
• Interact with other departments through a variety of means  
• Organizational and time management skills 

Education and Experience:  Minimum 

• High School diploma or its equivalent required
• Entry level administrative experience 

Education and Experience:  Preferred 

• Associate Degree from an institution accredited by an agency recognized by the U.S. Department of Education (or international equivalent)
• Administrative or Education Industry experience