Job Description

Champlain College is seeking an organized, analytical, and detail-oriented Records Systems Coordinator to join our Registrar's Team. Reporting to the Registrar, this role ensures the accuracy, integrity, and security of student academic records while supporting the daily operations of the Registrar's Office.

The Records Systems Coordinator will have primary responsibilities in commencement communications and data management, and support on-boarding of students who come to the college through untraditional pathways. Additionally, this role will learn and manage multiple academic processes to ensure the student experience is seamless. The Records Systems Coordinator will work closely with partner offices across the college to keep academic systems running smoothly.

The ideal candidate is an innovative self-starter with excellent communication skills, exemplary professional judgment, and a strong customer service orientation, comfortable balancing competing priorities in a high-volume, deadline-driven environment.

Key Responsibilities

Records & Compliance Management

• Audit records to ensure institutional compliance
• Maintain the confidentiality of education records in accordance with FERPA and College policy
• Exercise exemplary professional judgment across all records processes

Commencement Communications & Data Management

• Support Commencement communication strategies
• Ensure accurate lists of students eligible for Commencement
• Process Degree Conferrals
• Issuing degrees through credential partners

Academic Operations and Student Support

• Support curriculum management across the College
• Support grade reconciliation and academic standing
• Play a key role in the registration process
• Learn and support the scheduling process across the College
• Support and Advise students entering through alternative pathways, including re-admitted, dual enrollment, and non-degree students

Student Services & Institutional Partnerships

• Assist in managing the College's Collegevine AI platform
• Promote and maintain strong working relationships with partner offices, including Admissions, Financial Aid, Student Accounts, and the Provost’s Office
• Provide a high level of customer service to students, families, and institutional partners

Requirements

• Bachelor's degree
• Demonstrated previous success in an administrative environment; prior experience in an educational setting preferred
• Excellent organizational, problem-solving, and planning skills with meticulous attention to detail
• Excellent interpersonal, oral, and written communication skills with a strong customer service orientation
• Ability to use judgment, patience, and decisiveness in a high-volume, high-activity, pressure-filled environment
• Highly proficient in standard word processing, spreadsheet, and database software
• Ability to work independently and as part of a team, adjusting easily to changing priorities and deadlines

Working Arrangements

• Full-time, hybrid position based at our main campus in Burlington, VT
• Standard business hours, Monday - Friday
• Some weekend work will be required to support institutional events
• Open office environment with sitting or standing at a desk throughout the workday
• Ability to lift 35-40 pounds at certain times of year

Compensation & Benefits

• Annual Salary: $45,000 - $51,000
• Comprehensive Benefits Package:
  • Health Coverage: Medical, dental, and vision insurance with HSA and FSA options
  • Paid Time Off: 16 holidays, 4 weeks of vacation, 2 weeks sick time, and 2 days of personal leave
  • Retirement: 403(b) plan with 3% employer matching contribution
  • Education: Tuition benefits for employees and family members
  • Wellness: Gym discount and Wellness programs with up to $300 annual incentives
  • Welfare: Short-term and long-term disability coverage, plus life insurance
  • Other Perks: Employee Assistance Program (EAP) with counseling services, access to employee discounts and local/national benefit programs

Application Instructions:

To apply, please follow the link below and submit the following application materials:

• Resume/CV
• Cover Letter addressing the desired qualifications and how your experiences contribute to the academic excellence and inclusive community at Champlain College.

The College seeks candidates who can enhance its mission through their work, life experiences, service, teaching, or research. Please include specific examples of how you would contribute to these efforts in your Cover Letter.

To streamline our hiring process and ensure fairness for all candidates, we manage all recruitment communications through our online application system. Please do not call regarding your application status. We'll reach out directly if we'd like to schedule an interview.

The successful completion of a criminal background check is required as a condition of employment.

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Champlain College does not discriminate on the basis of race, creed, color, national origin, place of birth, ancestry, religion, age, sexual orientation, sex, gender identity, veteran or military service status, HIV -positive status, qualified disability, or on the basis of any other status protected by law, and does not discriminate in the administration of its education and admission policies, scholarship and loan programs, employment practices or co-curricular and other College-administered programs. Champlain College will make reasonable accommodations for otherwise qualified students, applicants for admission or employment, or employees.

Champlain College is committed to fostering an inclusive and welcoming community. We believe that bringing together individuals with different backgrounds, perspectives, and experiences enriches education and strengthens our community. At Champlain, all members are valued as individuals and respected for their unique contributions.

EU Employee Data Protection Notice

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Founded in 1878, Champlain College is a small, private, not-for-profit college in Burlington, Vermont overlooking Lake Champlain and the Adirondack mountains. Its career-driven approach to higher education prepares students for professional life from their very first semester. For the fifth year in a row, Champlain was named a "Most Innovative School" in the North by U.S. News & World Report's "America's Best Colleges" 2020 regional rankings and ranked #9 on The Princeton Review's "2025 Top Schools for Game Design."

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Champlain College is seeking an organized, analytical, and detail-oriented Records Systems Coordinator to join our Registrar's Team. Reporting to the Registrar, this role ensures the accuracy, integrity, and security of student academic records while supporting the daily operations of the Registrar's Office.