Job Listings

Academic Records Coordinator, Document Scanning & Archives

The University of Arizona
Job Location:
Tucson, Arizona

Posting Number: req11773

Department: Office of the Registrar

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

As a member of the Office of the Registrar, Document Scanning and Archives team, the Academic Records Coordinator serves as an institutional expert and point of contact for incoming international transcripts, accreditation, and authenticity. The Academic Records Coordinator leads the review and process of official international academic transcript records to ensure an accurate update is made to the student record. The successful candidate will work under their own initiative following established policy and with limited supervision, have excellent data entry skills, experience preparing and scanning transcripts or other records.

The Office of the Registrar is responsible for the accuracy and integrity of the academic record. Serving all students, faculty, academic units, and student support functions; the Office is charged with the implementation of academic and student policies and their alignment to state and federal regulations and accreditation standards. The Office strives to be a leader and thought partner in creating efficient processes that are designed in a way that supports student success and service excellence.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Duties and Responsibilities:

  • Serve as the institutional point of contact for questions related to international transcript processes at the university.
  • Manage the receipt of international college transcripts and the appropriate processing of these documents in paper and electronic form
  • Coordinate best practices within the DSA unit related to processing international transcripts (training, documentation, understanding of industry standards)
  • Facilitate the digitization and storage of physical and electronic records and maintenance of records within record retention guidelines
  • Prepare and scan daily transcripts and various other records
  • Index transcript data and verify for accuracy
  • Approve and post credit by exam
  • File and store daily records for quality assurance period
  • Perform research and compile data on stored records, databases, and microfilm
  • Update DSA logs and systems on daily basis
  • Use and update department Business Process Guides
  • Assist with the lifting moving, storage, archiving, and scheduling disposal of heavy boxes of bulk records that have met retention
  • Additional duties may be assigned.

Knowledge, Skills and Abilities:

  • Excellent attention to detail
  • Excellent communication and writing skills
  • Ability to work well in teams and groups
  • Ability to work with minimal supervision
  • Ability to be adaptable
  • Experience with Microsoft Windows and Office software
  • Be able to lift and move bankers boxes of files up to 50lbs in weight

Minimum Qualifications

  • Minimum of 3 years of relevant experience required.
  • Bachelor's degree required.

Preferred Qualifications

  • Experience with OnBase or similar document management systems
  • Experience with records practices, including the disposition of records.
  • Experience in records research, filing, and retrieval of both hardcopy and digital records
  • Experience working with diversity and inclusion in the workplace.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Student Services

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $42,620-$50,000

Compensation Type: salary at 1.0 full-time equivalency (FTE)



Career Stream and Level


Job Family

Registration & Records

Job Function

Student Services

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Deborah Milora/ 626-8488/

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

HigherEd360 is part of the HigherEdJobs network.