Academic Records Coordinator

McKendree University welcomes applications for the position of Academic Records Coordinator located at its Lebanon, IL campus.  This is a full-time, benefits eligible position.

Reporting to and assisting the Director of Academic Records and Registrar, the Academic Records Coordinator will be responsible for providing support to individuals both in person and over the phone by answering questions associated with student records and institutional policies and procedures; process forms such as but not limited to student enrollment verification and certifications requests, major/minor and advisor changes, and grade changes within Ellucian Colleague; monitor successful processing of transcript and replacement diploma orders within Parchment; assist students with registration and class schedules in Ellucian Self-Service; manage file storage and organization of student records; assist with commencement and graduation activities; assist students, faculty, and staff with problem resolution. 


  • Provide service to in-person inquiries and incoming telephone calls.
  • Assist individuals with instructions on how to order transcripts while monitoring and updating records as necessary to facilitate the requests made via the Parchment system.
  • Facilitate the recording and management of student records by entering and maintaining student registrations in the electronic database and assisting students to register using Self Service.
  • Process student requests using the student database including, but not limited to, class schedules, enrollment verifications/certifications, name/address changes, advisor changes, degree applications and transcripts.
  • Process and follow up as needed on eForms.
  • Manage and follow up as needed on registration inconsistencies and waitlists.
  • Assist with data input and changes as instructed by the Registrar, including, but not limited, to registration, registration holds and degrees.
  • Assist Institutional Researcher with grade processes:
    • Distribute grade reminders to faculty.
    • Enter NS grades as necessary, and follow up to get grades assigned.
    • Distribute incomplete grade reminders to faculty.
    • Process incomplete grade change eForms.
    • Process grade changes from approved grade change eForms.
    • Process Independent study and Internship paperwork. Create course, if necessary, and register students.
  • Research and solve student record problems and inconsistencies, including issues with program evaluations.
  • Keep active student files (paper and electronic) up to date and in order, moving non-actives to storage and purging after specified time.
  • Process transcripts received. Stamp, scan, file and alert admissions and Worldwide staff to the status of the transcript.
  • Assist Transfer Coordinator/Program Evaluator with data entry, completing Academic Records portion of forms, and checking equivalency update status.
  • Prepare documents for scanning; scan documents, index documents utilizing Docuware software.
  • Review student records to verify inquiries made from Alumni staff.
  • Assist with preparations for commencement, including ordering regalia for both commencement and convocation.
  • Maintain inventory of paper for printers and keep printer trays full; reorder as needed.
  • Maintain inventory of office supplies and forms; reorder as needed.
  • Other duties as assigned by the Registrar.


Associate degree in a related field. 


  • Detail oriented with ability to organize multiple tasks simultaneously.
  • Working knowledge of various computer applications, including Microsoft Office.
  • Strong interpersonal skills; must enjoy working and interacting with a wide range of people including students, faculty, staff and alumni.
  • Strong oral and written communication skills.
  • Must function well under pressure.
  • Commitment to customer service.
  • Creativity, initiative, and independence in carrying out responsibilities.
  • Attitude of teamwork and appreciation of service to others.


Previous experience within a Registrar’s or Records Office at a college or university.


Normal working hours of this position are during the standard McKendree University business hours of 8:00am-5:00pm, Monday through Friday.  There are times when evening or weekend work is required.  Physical demands: Must be able to climb stairs to access files in upstairs storage rooms and to get to classrooms in most buildings, reach all drawers in a standard four-drawer file cabinet, lift 30 pounds, and walk to all other buildings on campus.

McKendree University, Illinois’ first and finest, is a private university in Lebanon, IL, just 25 minutes from downtown St. Louis, home of the 11-time World Series champs (St. Louis Cardinals) and the 2019 Stanley Cup winner (St. Louis Blues). St. Louis also boasts a wonderful zoo, a first-rate botanical garden, a vibrant art scene (both performing and visual), and a plethora of top-notch restaurants. 

Interviews will begin immediately. Qualified candidates should complete and submit the McKendree Employment Application and send a letter of interest referencing job #ARC72 with a resume/CV to the Director of Human Resources at           

McKendree is an ADA/EEO/Vet/Disabled employer committed to enhancing the cultural and gender diversity of the campus. All qualified candidates are encouraged to apply.