Document & Records Coordinator - Louisiana State University : Job Details

This position supports the Documents and Records Manager in reviewing and processing documents and files for the Graduate School. The coordinator oversees daily processing activities for admissions, enrolled students, transfer credit intake, and graduation. The coordinator will collaborate with other units to support the improvement and enhancement of document imaging and storage in compliance with FERPA.

Job Responsibilities:

• Complete daily processing activities including the management of the graduate transcript email, audit logs, pulling LSU transcripts, retrieving test scores and external transcripts, processing transfer credits, and ensuring documents are imported into Slate and OnBase. Manage document appointments and walk-in services for the Documents and Records Team. Lead student staff in the completion of these tasks as applicable. -55%
• Coordinate electronic imaging processes and document retention for admissions and academic services. Ensure that document migration is functioning properly and that documents are legible in their final form. Collaborate with campus points of contact to resolve issues and inquiries. Ensure document processing and retention policies are met, and that digital documents are safeguarded in compliance with FERPA. Complete quality control checks. -25%
• Maintain physical documents, ensuring that all documents are confidential and stored in compliance with FERPA, LSU, and state retention policies. Coordinate shredding and disposal of all paper documents in compliance with retention policies. Account for university, state, and federal regulations as it relates to audit control. -10%
• Maintain up-to-date training manuals for each Graduate School unit related to document scanning, storage, and retrieval processes. Remain well-informed of each unit's document workflows to ensure consistency and accuracy across systems. -5%
• Perform other duties as assigned and assist with special projects and events. -5%

Minimum Qualifications:

Bachelor's degree

Specific Experience: Managing large quantities of digital files; Experience with Microsoft Office Suite; Oral and written communication in a customer-service setting

LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply a degree is not required as long as the candidate meets the required years of experience specified in the job description.

Preferred Qualifications:

One year of related experience

Specific Experience:

History of problem-solving using reasoning and logic. Knowledge and implementation of University, State, and Federal policies and guidelines, such as Retention Policies and FERPA. 1 year experience in university admissions or academic setting. Basic technology troubleshooting. Understanding of Adobe Acrobat, Reader, or Adobe Sign.

Additional Information:

Physical ability and eye-hand coordination necessary to use computer, calculator, copier, scanner, telephone and other office equipment; ability to sit in the same position for extended periods (3.5 to 4 hours) at a time using continuous hand motions.

May be required to work additional hours during peak admissions and graduation cycles or to meet project deadlines.

Special Instructions:

Please provide cover letter, resume and (3) professional references including name, title, phone number and e-mail address. A copy of your transcript(s) may be attached to your application. However, official transcripts are required prior to hire if applicable. Attach ALL required documents under the Resume/CV section of your application.

Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.

Benefits - LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University's partner, nextSource Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.

Essential Position (Y/N): N

LSU is an Equal Opportunity Employer.

For questions or concerns related to updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-###-#### or email HR@. For questions or concerns regarding the status of your application or salary ranges, please contact the department using the information provided in the Special Instructions section of this job posting.