Academic Records Specialist I

Posting Details About WesternU As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture. At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others. Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference. Posting Details Position Title Academic Records Specialist I Position Control Number S03006 Type of Position Staff Position Status Full-time Campus Western University Campus-Pomona, CA Position Location California Department 4007-Registrar Job Summary Under the direction of the Associate Registrar, the Academic Records Specialist I provides front-line services for the Office of the Registrar by assisting with the office's day-to-day operations and providing excellent customer service through problem resolution and outreach for a wide audience. This position is responsible for maintaining student records, coordinating documenting imaging and processing transcripts. This individual assists with Commencement and other Registrar office related activities. Knowledge, Skills and Abilities Individuals must possess the knowledge, as well as the following skills and abilities, or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. Strong written communication, verbal communication and interpersonal skills that enable the employee to interact effectively with administration, faculty, staff and students. Excellent computer skills enabling the employee to utilize various web editing tools and set up documents in Word, Excel, Access, Outlook, Publisher and any other software program required for this position. Knowledge of Ellucian Banner preferred. Ability to prioritize and successfully complete multiple duties while paying close attention to detail. Skilled in making decisions with sound judgment. Must have the ability to recognize and address inconsistencies. Demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications Education:

High School Diploma.

Experience:

One to three years' clerical or office administration experience.

Computer Skills:

Excellent computer skills enabling the employee to utilize various web editing tools and set up documents in Word, Excel, Access, Outlook, Publisher and any other software program required for this position.

Preferred Qualifications Education:

An Associate's degree.

Experience:

Experience in a University and/or Registrar Office setting, specifically an overall working knowledge of the Registrar's Office, general University policy and University organizational structure required to assist or refer out students, alumni, faculty, and staff. Knowledge of Ellucian Banner preferred. Essential Job Duties Key Responsibilities Assists both on and off campus constituents with initial inquiries in person, on the phone and via e-mail. Actively listens to, interprets and analyzes requests, using sound judgment to determine appropriate solutions. Responsible for reviewing and maintaining the Office of the Registrar email inbox and assignments as needed. Key Responsibilities Processes Enrollment Verification letters, Jury Duty Verification Letters, and other letters deemed by the Associate Registrar to process. Key Responsibilities Maintains and updates student record information with attention to accuracy. Data entry precision and extensive knowledge of University and federal policies required. Assist with term start and end date data in Ellucian Banner. Processes all student and alumni transcript/class rank requests in an accurate and efficient manner. Updates student records to reflect Dean's List. Key Responsibilities Coordinates all document imaging to Banner Document Management (BDM). Understands complex workflows and document type cataloging system. Monitors and reviews for accuracy. Key Responsibilities Accountable for processing and transmitting electronic residency application service documents for a specific population of students. Key Responsibilities Assists with preparation and on-site assistance for Commencement and Student Processing/Orientation. Other duties as assigned by University Registrar and Associate Registrar, including cross training with other members of the Registrar's Office team and providing back-up support when required. Posting Details Continued Work Schedule In office position, Monday through Friday 08:00 AM to 5:00 PM. Occasional weekend or evening hours may be required. Working at WesternU We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable. We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,

• Our faculty, staff, and administrators are 100% focused on student success.
• Our University culture creates the context for a nurturing and supportive environment.
• Faculty, staff, and students can expect to make deep, personal relationships within the University community.
• As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
• WesternU's core value of humanism encourages all to bring their whole self in all that they do.
• We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale Minimum $21.05 Hourly Maximum $21.05 Hourly Physical Demands Physical Demands Do the essential functions of this job require lifting? Yes If yes, list maximum weight and duration The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to use hands to operate a PC in the performance of job duties, and talk or hear. The employee is regularly required to sit, and reach with hands and arms, and occasionally required to stand, walk, stoop, and smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to focus. Describe Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions. Posting Information Posting Number S01797 Posting Date 06/30/2026 Close Date 06/30/2027 Open Until Filled Yes Conditions of Employment - Background Check To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position. Pay Transparency Act Pay Transparency Act- Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications. Equal Opportunity Statement (EEO) It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.