Position Function:
To oversee processes involving the management of academic records, enforce academic rules and regulations as defined by university academic operating policy, produce official student transcripts, and to disseminate information to the public while maintaining confidentiality of records and information as outlined by the Family Education Rights and Privacy Act (FERPA).
Salary Grade: 09
Please see Staff Compensation Structure for salary ranges.
Department Profile:
Mississippi State University is an R1 institution with very high research activity. The Michael W. Hall School of Mechanical Engineering is one of eight academic departments in the Bagley College of Engineering. The Mechanical Engineering School’s faculty research expenditure is approximately $15.2M annually for 20 tenure/tenure-track faculty. The Mechanical Engineering School offers an ABET-accredited undergraduate program in mechanical engineering, as well as graduate studies leading to M.S. and Ph.D. degrees. The Mechanical Engineering School has approximately 1,000 undergraduate and 100 graduate students and has the largest student enrollment within the Bagley College of Engineering and 2nd largest within Mississippi State University.
Essential Duties and Responsibilities:
1. Analyze transcripts received from other educational institutions in an effort to determine course equivalency and to determine which courses may be used to meet degree requirements for respective award areas available through Mississippi State University.
2. Greets visitors in person on the phone, providing customer service with advice and guidance regarding the registration process.
3. Assists students by determining who can best provide the information needed by the student, providing initial assistance to students with questions about classes, registration, permissions, etc., using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and assigning advisors.
4. Maintains files in proper order, pulls records for processing and refiles, and performs general office maintenance.
5. Communicate verbally and in writing to notify students, department heads, and advisors concerning students' academic records, i.e., course credit allowed, grade reports, and grade changes.
6. Counsel students, parents, peers, subordinate clerical personnel, and academic departments concerning academic record problems, University regulations, or other related matters.
7. Gather, record and secure information specific to academic records and other university business.
8. Perform all mail and supply duties.
9. Perform related duties as assigned.
Minimum Qualifications:
Education: High School Diploma; Experience: 2-4 years of clerical experience. Any equivalent combination of related experience and/or education approved by the Department of Human Resources Management.
Knowledge, Skills, and Abilities:
1. Ability to evaluate student transcripts and/or records.
2. Ability to complete routine paperwork.
3. Ability to follow routine verbal or written instructions.
4. Ability to maintain confidentiality of records and information.
5. Skill in the use of personal computers and related software applications.
6. Records maintenance skills.
7. Ability to sort, check, count, and verify numbers.
8. Ability to work effectively with diverse populations.
9. Knowledge of the rules, regulations, and laws regarding student records.
10. Ability to communicate with and provide routine assistance to customers.
11. Clerical, word processing, and/or office skills.
12. Knowledge of customer service standards and procedures.
13. Skill in the use of operating basic office equipment.
Working Conditions and Physical Effort
* Work is normally performed in a typical interior/office work environment.
* No or very limited exposure to physical risk.
* No or very limited physical effort required.
Instructions for Applying:
Applicants must apply online at www.msujobs.msstate.edu by submitting a cover letter and vitae.
Any social numbers included on requested transcripts should be redacted prior to submitting online.
Equal Employment Opportunity Statement:
Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, (662) 325-5839.
What do I do if I need an accommodation?
In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or ada@hrm.msstate.edu.
If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or ada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.
