Student Records Coordinator

Under the general supervision of the Registrar, this position is responsible for coordinating major aspects of the Student Records Office such as catalog, curriculum, transfer credit, Credit for Prior Learning, graduation and registration. Provides academic guidance to students and works with faculty and staff to solve problems related to academic issues in support of the department’s mission. Provides leadership by training and updating the Student Records office on new policies and procedures related to this position, assisting the Registrar in designing and implementing effective and efficient processes for Student Records. Being an integral part of the Student Records Strategic Plan in assisting with assessment in data collection to evaluate, review and compile reports in conjunction with the Registrar. Participates in various college committees. This position requires working evenings and weekends, as needed.

1. Responsible for coordinating and maintaining curricular changes to the college catalog utilizing multiple platforms. Creates, maintains and coordinates a yearly calendar of activities related to implementation of curricular changes, catalog updates and publication. Proof reads, reviews and edits college publications ensuring accuracy of information. Responsible for the curriculum review processes of several different platforms, including but not limited to Degree Works, Acalog, Navigate and Banner.
2. Responsible for the Catalog project coordination in conjunction with Registrar, Associate Registrar, Academic Affairs, ITD and Marketing. Coordinates department operations for catalog implementation.
3. Responsible for maintaining Curriculog our curriculum proposal process and forms platform and collaborates with departments as proposals are submitted for assistance & review.
4. Develops training materials and holds training sessions for faculty and administrative staff in how to use/navigate Curriculog.
5. Manages/maintains a summary of all approved curricular changes as approved through College Advisory Council to aid in the planning of Advising Logistics Team meetings.
6. Coordinates process to maintain list of active courses, and to inactivate obsolete courses, on an annual cycle based on NECHE compliance.
7. Responsible for evaluating degree audits and resolving discrepancies.
8. Responsible for processing graduation exceptions as they are approved. Exceptions are maintained in Curriculog, Degree Works and Navigate, but are not limited to these platforms.
9. Evaluates Reverse Transfer requests for degree completion. Maintains requests and coordinates with Associate Registrar to enter data into National Student Clearinghouse.
10. Evaluate official transcripts/score reports/re-evaluations and other documents for transfer credit and consult with faculty or department chair as questions arise.
11. Create/maintain transfer equivalency database using the Transfer Evaluation System (TES) product from CollegeSource.
12. In coordination with the Registrar, develops the processes and policies associated with Credit for Prior Learning, including awarding credit/course equivalencies for industry-recognized credentials, and for workforce development/non-credit training programs.
13. Serve as the Credit for Prior Learning (CPL) Specialist for College, acting as a point of contact for prospective students seeking to learn about CPL options at HCC.
14. Act as liaison for the Massachusetts Community College Prior Learning Assessment (PLA) Council, providing data on campus efforts to further improve CPL pathways/options for students, regularly attending PLA meetings.
15. Ensures that eligibility requirements are met and complete accurate paperwork for CPL options, such as credentialing, competency exams, and portfolio development; reviews and evaluate military trainings and industry experiences for potential college credit; and reviews student applications on the My Experience Counts website; process their request for credit and communicates with Department Chairs / Associate Deans and Academic Deans on the awarding of credit.
16. Assists with the Cooperating Colleges of Greater Springfield program for HCC and host students each semester, manages semesterly lists, collects and processes CCGS forms, reviews transcripts and register students.
17. Reviews, monitors and resolves student enrollment for missing prerequisites before each semester and during every registration period including flex sessions. Performs follow-up with students and faculty. Analyze data to provide semesterly reports & offer suggestions to streamline the process.
18. Continuously monitor course eligibility and adjust student schedules as needed for appropriate course enrollment. Communicate with faculty and students to resolve enrollment eligibility issues and resolve problems. Manage prerequisite waiver forms process for the campus, ensuring accurate record-keeping for reference and archival purposes.
19. Monitors student records for duplicate IDs, duplicate credits posted to Banner, and resolves cases individually.
20. Provides academic guidance and resolves issues as they arise for students.
21. Responsible for using our student success platform to track student interactions, outreach, and data collection.
22. Assists with coordinating Student Records events throughout the year.
23. Participates in college committee work; attends committee meetings and participates in discussion.
24. Assists the Student Records office with the following: Provides guidance with timely information on updates directly related to this position’s responsibilities, assists with office front counter, phone coverage and customer service.
25. Serves on the Curriculum Committee.
26. Participates in the Academic Logistics Team (ALT).
27. Perform other related duties and special projects as directed.
28. Available to work some evenings and weekends.

• Master’s degree in Education, Counseling, Psychology, Business Administration, Marketing, Education Administration, or other field related to area of assignment;
• Three (3) years of experience working in higher education and direct experience with curriculum, governance process and transfer credit award;
• Strong technical and data management skills;
• Microsoft office suites; especially excel;
• Meticulous attention to detail in matters of record accuracy and excellent oral and written communication skills;
• Ability to work effectively with a diverse faculty, staff and student body, ability to work cooperatively and collegially with all segments of the college;
• Ability to adapt to challenging situations as they arise;
• Ability to solve problems.

Equivalency Statement:

We welcome and encourage applicants who do not meet the qualifications as stated above, to put in writing precisely how their background and experience have prepared them for the responsibilities of this position. It is preferred that this document be uploaded separately from the resume, cover letter, and references.

• Five (5) years of experience working in higher education with curriculum and governance process, transfer credit within a student records/registrar’s office;
• Experience working with an SIS system preferably Banner;
• Experience working with ImageSilo, DegreeWorks, Crystal Enterprise, Microsoft Office suites, Tableau;
• Experience working with college catalog and curriculum software such as Acalog/Curriculog;
• Certification in assessing Prior Learning / Credit for Prior Learning Principles
• Bilingual (English/Spanish);
• Experience using EAB Navigate or other similar technology-based student success platform.

Salary Range: $72,265.00 - $85,916.00/year (Grade 5); actual salary will be commensurate with education and experience in accordance with MCCC/MTA Collective Bargaining Agreement;plus a comprehensive State benefits package.

Hours: 37.5 hrs./week; Some weekends and evening hours are required.