Student Records Specialist

The Company:  GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,400 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment.

The Location: This position is located in Carlsbad, California at our corporate headquarters.

What to expect:

• We offer competitive medical, dental, vision and matching 401-K plans

• Paid vacation, sick and holidays, tuition assistance, commuter benefits

The Environment:

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!

• Economic friendly services - electric vehicle charging stations on-site

• Ergonomic assessments offered on-site and virtually

JOB OVERVIEW / SUMMARY

The Student Records Specialist is responsible for maintaining the accuracy, integrity, and confidentiality of student academic records throughout the student lifecycle, from enrollment through graduation. This role administers key records functions including registration, academic record maintenance, transcripts, graduation audits, credential issuance, and regulatory reporting. The position ensures compliance with institutional policies, accreditation standards, FERPA, SEVIS, and applicable regulatory requirements while serving as a primary resource for records-related inquiries. Through accurate records administration and cross-functional collaboration, this role supports student success and the Institute’s educational mission.

ESSENTIAL DUTIES & RESPONSIBILITIES

Key Responsibilities / Deliverables

Weight / % of Time

• 14% Review and process admissions applications, verifying applicant eligibility, completeness of required documentation, and compliance with institutional admission requirements.
• 14% Administer online and live proctoring processes, including student setup and support, approval of live proctors, review of proctoring submissions, troubleshooting issues, and authorization of final exam results for grade posting.
• 13% Respond to student, faculty, and staff inquiries regarding records, registration, academic policies, and student status, providing accurate, timely, and professional service.
• 13% Process official transcripts, enrollment verifications, graduation audits, and academic credential issuance, including honors designation verification.
• 12% Process enrollments, course registrations, student status changes, and other records transactions in accordance with institutional policies, regulatory requirements, and established procedures while ensuring appropriate stakeholder communication.
• 11% Maintain accurate and complete student records through data entry, document management, records retention, and timely transfer of documentation from Salesforce, DocuSign, and other systems into Jenzabar One (J1).
• 8% Conduct regular audits of student records to ensure data integrity, completeness, and compliance with institutional, accreditation, and regulatory requirements.
• 6% Record and post grades, process records-related forms, and provide administrative support to the Student Records department and other institutional departments as needed.
• 4% Support SEVIS compliance and reporting activities, including Form I-20 issuance and updates, enrollment monitoring, and required reporting obligations.
• 3% Safeguard student information by maintaining confidentiality and ensuring compliance with FERPA, institutional policies, and applicable privacy regulations.
• 2% Perform other duties as assigned.

JOB COMPETENCIES (Skills & Abilities)

• Demonstrates exceptional attention to detail and accuracy in maintaining records and ensuring data integrity.
• Communicates effectively, both verbally and in writing, with the ability to explain policies, procedures, and complex information clearly and professionally.
• Provides high-quality customer service through strong interpersonal, active listening, and relationship-building skills.
• Collaborates effectively across departments to support institutional goals and student success.
• Applies sound judgment and problem-solving skills to identify issues, determine appropriate actions, and escalate matters when necessary.
• Demonstrates strong organizational and time management skills while successfully managing competing priorities and deadlines.
• Proficient in Microsoft Office Suite and experienced with Student Information Systems (SIS), CRM platforms, Learning Management Systems (LMS), and electronic document management systems.
• Adapts effectively to changing priorities, processes, and business needs in a fast-paced environment.
• Exercises accountability, initiative, and independent decision-making within established guidelines.
• Resolves conflicts professionally while maintaining positive and productive working relationships.
• Maintains the highest standards of confidentiality, professionalism, and respect for diverse backgrounds and perspectives.
• Demonstrates a commitment to student success through responsive, accurate, and solution-oriented service.

MINIMUM QUALIFICATIONS (Knowledge & Experience)

• High school diploma or equivalent required; associate degree or bachelor’s degree preferred.
• Three (3) to five (5) years of experience in student records, registrar services, higher education administration, or a related field; or an equivalent combination of education and experience.
• Experience working with Student Information Systems (SIS), document management systems, and Microsoft Office applications.
• Experience with Jenzabar One (J1), Salesforce CRM, or similar student information and customer relationship management systems preferred.
• Knowledge of FERPA and experience managing confidential student records required.
• Knowledge of accreditation standards, SEVIS regulations, and other higher education compliance requirements preferred.
• Demonstrated ability to interpret, apply, and communicate institutional policies, procedures, and regulatory requirements accurately and consistently.

ADDITIONAL REQUIREMENTS

• Position is primarily onsite and requires regular in-office attendance five (5) days per week.
• Ability to work occasional extended hours as needed to meet business and operational deadlines.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.

Pay Range: $20.23-$28.00 an hour

An Equal Opportunity Employer
All employment decisions are made without regard to unlawful considerations of race, sex, religion, national origin, age, disability, or any other legally protected status. Reasonable accommodations are available upon request.

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.