Records Management Assistant

Pratt Institute

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Under moderate supervision with moderate latitude for independent judgment, the Records Management Assistant processes registration, grading paperwork, transcript requests, new and revised curriculum, the scheduling of Academic classes and event scheduling. This individual works with students, faculty, administration and staff to understand Academic policy and federal guidelines as well as billing issues and financial aid issues with regard to registration.


Provides quality customer services to students/faculty at window, on the phone, and via email. Assist with counter duties and walk-in requests.

Provide general information on policies and procedures to a diverse campus community.

Complete registration and grading paperwork for an assigned group of students and walk-in students; process drop/add, withdrawal, and other registration related paperwork, etc.

Enroll/Register non-matriculated students and Audit status students.

Evaluate and correct data in database based on data submitted by students on a variety of forms; (Change of Address, Change of name) notify the appropriate staff of changes.

Create and update student records in the database.

Accept and verify Applications for Graduation. Assist with Graduation processing.

Assist with requests for transcripts, process and enter appropriate data into database.

Process grade sheets and change of grade forms.

Assist with Commencement and Awards Convocation activities.

Communicate with students, departments, and faculty via email.

Process transfer credits for ‘Permission to Take’ requests. Enter data in Colleague and verify appropriate documents.

Assists with folder management for active and inactive students including scanning of student folders.

Assist in updating the Registrar and Commencement Web Sites.

Assist in updating Publications produced by the Registrar’s Office, including the electronic catalog.

Evaluate requests for complete withdrawals in concert with the Registrar (i.e., within limits, discuss and advise the student; accept written requests for complete withdrawals; explain billing responsibilities; recommend actions to Registrar regarding the requests, etc.).

Identifies and responds to student problems and concerns and makes appropriate referrals.

Research records that are not easily found (i.e., correspond with the applicant and/or the agency requesting the transcript; check archival materials for older records to include stored hard copy records, misfiles, etc.).

Assist with student/faculty presentations. (Orientations, training sessions)

Generate reports used for documentation purposes i.e. enrollment reports.

Responsible for all/part of requests for transcripts; correspond with transcript applicants regarding holds on their accounts; advise students who to contact to receive clearance; and follow up with departments that have holds against their accounts.

Maintain data related to the Study Abroad program. Maintain data related to Munson Williams students and their transfer to the Pratt campus.

Assist Assistant Registrars with demographic data maintenance including the running of reports to find invalid data and the updating of the invalid data.

Assist in the evaluation of student transfer credits as needed.


Education: Associate Degree or higher.

Experience: Two years of office experience required; preferably in an education setting.

Skills: Database knowledge and data entry experience required; knowledge of COLLEAGUE, MS Office, InDesign, Digital Imaging software or other application software preferred.

Other: Excellent interpersonal, organizational and verbal communications skills. Ability to troubleshoot and solve problems required.

How to Apply

Please submit your cover letter and resume. If you are selected for an interview, please be prepared to provide at least 5 References via our on-line reference tool system. At least 2 of your References must be, or have been, your direct managers.

Equal Employment Opportunity Statement

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion or belief, national or ethnic origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.

Posted on November 8