Pay Grade: Specialist 6
The Student Records Specialist position manages the curriculum graduate and completion processes and aids in the support of maintaining accurate student records.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.
*Manages the student completion process of Degree Audit for curriculum degrees, diplomas, and certificate which includes tracking graduates via Self Service application and excel tracker
*Verifies final grades on Degree Audit and processes final credential posting to student official transcripts to include honors verification
*Corresponds directly with Deans and Department Heads in relation to student completion and program of study course substitutions
*Provides daily customer service via email, phone, Microsoft Teams, and in-person to students, faculty, and staff
*Processes course substitutions related directly to student completion for Degree Audit via online electronic workflow in partnership with curriculum education
*Processes Finish First NC Completers Initiative to include college identified certificates and college identified degree and diplomas completers
Processes student enrollment verifications via online electronic workflow for internal students and external agencies to include assisting financial aid students with deferment verifications
Processes Degree Verify requests via National Student Clearinghouse via online electronic workflow for employment and external agencies
Responsible for creating and maintaining semester data in Withdrawal/Reinstatement Tool in order for faculty to be able to process withdrawal grades effectively partnership with ITS
Processes withdrawal grades and reinstatement requests via online electronic workflow tool
Maintains additional email box in connection with WR tool to provide timely assistance directly to faculty and staff
Processes student program changes via online electronic workflow in partnership with Academic Advising and Faculty Advising
Processes advisor assignments for newly admitted students as well as students who change programs
Maintains current faculty advising listings in partnership with curriculum divisions to ensure all students have access to academic and/or faculty advising
Processes success coach assignments for Care Center
Processes student demographic changes via online electronic workflow and paper formats
Processes grade changes, audits, and challenge grades in partnership with curriculum divisions
Completes materials related to graduation ceremonies to include curriculum graduation ceremony program and Tassel, the hub for student’s graduation ceremony experience in partnership with Assistant Dean-Graduation and Customer Relations
Verifies credentialing for all digital degrees, diplomas and certificates in partnership with Parchment
Verifies credentialing for all printed degrees and diplomas in partnership with Parchment
Calculates student information to aid in semester financial adjustments in partnership with Assistant Dean-Student Records and Financial Services.
Resolves student data issues to aid with critical accurate state and federal reporting in partnership with Registrar Management Team
Resolves issues in National Student Clearinghouse related to critical federal Gainful Employment reporting in partnership with Financial Aid.
Completes virtual printing upload via Hyland/OnBase to maintain accurate student digital file for auditing purposes
Updates workflows for Student Records processes in partnership with Student Records Coordinator
Participates in the design and testing of current paper forms transitioning to electronic workflows in partnership with curriculum divisions, Enrollment and Student Services, Student Records Coordinator, Assistant Dean-Student Records, and ITS
Participates in student curriculum graduation ceremonies in partnership with Registrar Management Team twice a year to include weekends
Collaborates as a back-up for additional office areas in Registration and Records Services
Knowledge, Skills & Abilities:
Ability to maintain records accurately and meet deadlines consistently in a fast-paced office environment
Ability to safeguard the confidentiality of student records under FERPA guidelines and college policies
Demonstrated ability to work as part of a team
Excellent problem solving and customer service skills
Excellent written and verbal communication skills
Excellent organizational skills
Intermediate skills with MS Office products, specifically MS Excel and MS Word
Requirements:
High School Diploma or equivalent
Three years of experience in student services or student support in an office environment or related work
Or an equivalent combination of education and experience
Preferences:
Associate Degree
Experience working in an educational environment
Experience with Ellucian (Colleague) or Banner Student Information System