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Academic Records Manager

Apply now Job no: 492737
Work type: Full-Time, Hourly
Location: Marion, IN
Categories: Academic Advising/Academic Support

Job Title: Academic Records Manager

Reporting Relationship: University Registrar

Unit: IWU-Marion

Department: Registrar's Office

Campus Location: Maxwell Center

Summary of Position:    The Academic Records Manager reviews academic minutes for assistance in preparing catalog, working with colleges and schools to ensure accuracy of programs and policies. Fulfills requests for duplicate diplomas, apostilles, and manages all diploma printing and mailing processes. Processes transcripts and enters transfer work on academic record.

Duties and Responsibilities

  • Prepares the University Catalog for both printed and online publication 
  • Manages and coordinates diploma mailing, working with accounting offices to ensure financial clearance
  • Prints diplomas for students completing requirements for graduation 
  • Monitors and orders supplies for diplomas (paper and covers) 
  • Processes and fulfills transcript request orders, carefully analyzing transcript transfer hours 
  • Updates academic records with transfer work for IWU-Marion students 
  • Communicates with students regarding policies and procedures for transcript requests and works with third-party vendor in troubleshooting 
  • Prepares and finalizes transcripts in Colleague (conversion from previous systems or hard copy) 
  • Prepares and prints Apostilles 
  • Prepares journal entries, balance FedEx bill and submit to accounting 
  • Assists with special projects within the office and research projects regarding past records 
  • Understands and has a working knowledge of policies pertaining to student academic records 
  • Assists with other areas as needed during peak/vacation cycles 
  • Communicates with other offices, students, faculty, and staff 
  • Assists in answering phones, directing calls and providing general information 
  • Data Preparation and Visualization 
  • Helps with other duties as assigned 
  • Assists with graduation and other events as necessary 

Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.


  • High School Diploma
  • Associate Degree or successful higher education experience preferred


  • Demonstrated ability to work effectively with individuals from diverse communities and cultures
  • Ability to read a transcript and understand higher education work

Required Skills

  • Computer knowledge with experience in Microsoft Office, Imaging software, and Database systems
  • Organizational skills with the ability to manage several tasks simultaneously
  • Attention to detail and accuracy skills
  • Ability to work independently on tasks and projects as assigned
  • Ability to respond promptly to requests and calls
  • Ability to work in a busy environment with numerous interruptions
  • Excellent oral and written communication skills

Diversity Statement

IWU commits to create a community that reflects kingdom diversity. We will foster an intentional environment that exhibits honor, respect, and dignity. Acknowledging visible or invisible differences, our community authentically values each member’s earthly and eternal worth. We refute ignorance and isolation and embrace deliberate and courageous engagement.


As a religious educational institution operating under the auspices of The Wesleyan Church, Indiana Wesleyan University is permitted and reserves the right to prefer employees on the basis of religion (42 U.S.C., Sections 2000e-1 and 2000e-2).

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.


Advertised: US Eastern Standard Time
Applications close: US Eastern Standard Time

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Indiana Wesleyan University is committed to equal opportunity in employment and education. Indiana Wesleyan University admits students and employees of any race, sex, color, national or ethnic origin, disability, age, service in the military, or any other status protected by law. These have access to all the rights, privileges, programs and activities generally made available to students or employees at the University. It does not discriminate on the basis of race, sex, color, national or ethnic origin, disability, or age, service in the military, or any other status protected by law, in the administration of its educational policies, scholarship and loan programs, athletic and other administered programs, and all phases of employment, including hiring, promotion, demotion, treatment during employment, rates of pay or other compensation, and termination of employment.