Operations and Records Manager - Part-Time

Operations and Records Manager - Part-Time Category: Staff Positions Subscribe: New Job Alerts RSS Job Feed Department: Academic Affairs-Registrar's Office Locations: Louisville, KY Posted: May 18, 2026 Closes: Open Until Filled Type: Part-time Non-Exempt Position ID: 200658 Share About Bellarmine University: Bellarmine University is a dynamic, growing university with a strong liberal arts focus in the Catholic higher education tradition and a bold vision for the future. Bellarmine has undergraduate and graduate enrollment of approximately 3,200 students and continues to add new academic programs while maintaining small class sizes and personal attention to students. Bellarmine is listed in the Princeton Review's Best 387 Colleges and is recognized as a top U.S. university in rankings published by U.S. News & World Report and Forbes. In a survey by The Princeton Review, students praised Bellarmine as a place that is "welcoming to every single person and makes an effort to include everyone." Bellarmine students, faculty and staff engage in more than 25,000 cumulative hours of service each year, in Louisville and around the nation and world. SmartAsset ranked Louisville among the top 25 U.S. cities for best work-life balance, while workplace insights platform kununu.com named Louisville one of the top five U.S. cities for happy employees. Glassdoor recently recognized Louisville as one of the top 15 cities for jobs, based on hiring opportunity, cost of living and job satisfaction. ZipRecruiter calls Louisville a top 10 city for job seekers, thanks in part to its central location and low unemployment. Louisville is within a day's drive of two-thirds of the U.S. population. Deeply embedded in the heart of Louisville, Bellarmine is an engaged partner expanding learning opportunities, enhancing career networks and economic growth, and advancing equity and quality of life for its neighboring communities. By connecting the campus, the community, and the curriculum through engaged scholarship and action, we enhance social and civic engagement, including faculty, staff, and student-led, asset-based initiatives. Bellarmine is an affirmative action and equal opportunity employer and encourages applicants with diverse backgrounds to apply. Job Description: The primary responsibilities of this part-time (15-20 hours per week) position are 1) to provide management and support for the overall day-to-day operations of the Office of the Registrar, and 2) to oversee and maintain student status and enrollment records. Office Operations: Management and oversight of frontline customer services. Develop expertise to process all ERP transactions related to registration and records (e.g., add/drop/registration, address changes, photo submissions, withdrawal/hiatus forms, etc.). Complete custom enrollment verifications and letters, including deferment requests. Manage requests for duplicate diplomas and academic records. Produce and reconcile official transcript requests with the National Student Clearinghouse. Oversee mailings, including retrieval and distribution of incoming electronic transcripts. Create and submit purchase orders/requisitions for office staff (budget management) and facilities work orders. Ensure office inventory (e.g., diploma mailers, Latin Honors medals, paper, toner, etc.) is adequately stocked. Monitor office phone's voicemail. Train and supervise student employees. Serve as the Associate Registrar's primary backup for managing the Registrar's Office inbox. Student Records & Data Integrity: Ensure the data integrity of all student records and oversee processes to maintain accurate, up-to-date student statuses. Collaborate with other offices to reconcile all incoming student data before each semester's census day. Manage the declaration/change of major and change of advisor processes for upper-level undergraduates and graduate students. Collaborate with the Student Success Center on first-year and sophomore records as needed. Ensure all documents for current students are properly stored in OnBase (document imaging system). Oversee OnBase workflows and implement quality control checks for document indexing. Ensure the integrity and confidentiality of student and alumni records, strictly adhering to university policy and FERPA guidelines. General Support and Other Duties: Support the Associate Registrar with faculty attendance reporting processes and resolve issues leading to student administrative withdrawals. Support the Associate Registrar with transfer credit evaluation and entry, including credit for prior learning. Support the Associate Registrar with National Student Clearinghouse transmissions and error reconciliation. Support the Associate Registrar with the input, development, and implementation of the academic course schedule each semester. Provide back-up support to all office staff members during absences. Other duties as assigned. Requirements: Associate's degree or a minimum of three years of experience in student services, higher education, or a related field. Excellent customer service skills. Ability to be on-site for scheduled work hours. Professional demeanor with strong written and communication skills. Excellent organization and attention to detail. Ability to establish priorities and perform accurately under pressure. Aptitude for understanding and analyzing data, recognizing anomalies, and interpreting requirements. Willingness to learn and adopt new technology solutions. Team-focused and willing to contribute to achieving a higher level of service. Preferred Qualifications: Proficiency with Microsoft Office products. Experience using Ellucian Colleague (ERP), Hyland OnBase (document imaging), or comparable technologies. Familiarity with the services provided by the National Student Clearinghouse. Ability to analyze existing procedures/practices and identify/implement improvements for efficiency and effectiveness. Application Instructions: Please submit a cover letter, resume, and contact information for three professional references. Please note: Visa sponsorship is not provided for this position. URL: www.bellarmine.edu/registrar/index.php Frequently Asked Questions (FAQs) Powered by