DEFINITION:

The Student Records Specialist performs a multitude of tasks to support the Registrar’s Office including records management and enrollment support. Primary responsibilities include receiving and logging all incoming college transcripts, processing CFCC transcript requests, processing program changes and advisor assignments, processing withdrawals, and scanning and indexing documents.  This position is responsible for assisting all current and prospective students, faculty, and staff via phone, email, and in-person.   This position requires an excellent general knowledge of the College, policies and procedures, and the ability to use critical thinking skills to resolve issues.

SUPERVISION RECEIVED AND EXERCISED:

• Receives general supervision from the Assistant Registrar
• Exercises no supervision. May assist with training new staff and coordinating workload with other staff.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Serve as a primary processor and contact for all incoming and outgoing college transcripts for the college including electronic and paper copies.

• Review and log all incoming college transcripts on a daily basis into Colleague. This includes assisting with transcript evaluation processes by entering courses into Colleague for potential transfer credit (EXTS). This also includes reviewing and entering non-course data for those who already have earned a college degree and may meet prerequisites for certain coursework they wish to take.

• Works closely with the Transcript Evaluation team and the Health Science Enrollment Center as it relates to transcripts (researches incoming college transcripts on demand).

• Works with academic advising in relation to program changes.

• Scan, image, and index all student official documents into the Imaging Software and uses quality assessment methods to ensure accuracy.

• Review for completeness and process student program changes in Colleague that are received from advising on a daily basis.

• Assist students, faculty, staff, and customers with a variety of Admissions, Educational Partnerships and Registration items at the Enrollment Services counter as needed. Also uses best practices to triage and guide potential students toward next steps in admissions, registration, or other college needs.

• Assist Registrar’s office in the continuous process of disseminating necessary information to faculty and staff regarding FERPA.  Enforces FERPA laws at all times.

• Processes student withdrawals in Colleague, researches and resolves withdrawal issues and ensures documents are imaged to the student’s record in the imaging software.

• Assist in processing Enrollment Verifications for students or third parties ensuring adherence to FERPA.

• Assist students with basic questions about Self Service Student Planning, including planning and registering for classes.

• Enforces and explains catalog policies to students in a positive manner.

• Assist the Registrar’s office in maintaining a secure, neat and clean environment for all student records.

• Assist with registration, orientation, open house events, and special projects as needed.

• Promptly respond to requests for information 

• Lead manager of the college’s main transcript email and Registrar’s email accounts

• Assist with student program corrections as it relates to state reporting (CCSR, ICR)

• Process a variety of college forms and perform daily data entry.

• Assist in the creation and implementation of goals/objectives as well as implementation of policies and procedures within Student Services.

• Participate in the activities and meetings of the Registrar’s Office.

Other Important Functions:

• Ability to multitask, prioritize, and exercise critical thinking skills.
• Maintain awareness of new releases in Colleague and Softdocs imaging software; incorporate any new upgrades into daily workflow.
• Assist with training new staff as needed.
• Serve on College Committees as requested.
• Perform other related duties and responsibilities as required.
• Some travel may be required to assist with college-related events.

Qualifications

QUALIFICATIONS:

Knowledge of:

• FERPA law (Family Educational Rights and Privacy Act)

• Microsoft Office software including Word and Excel.

• Google Suite (Docs, Sheets, etc.)

• Principles and procedures of record keeping.

• Excellent spelling, grammar and punctuation skills.

• Modern office procedures, methods and computer equipment.

• Basic knowledge of document imaging and retrieval.

Ability To:

• Maintain effective audio-visual discrimination and perception needed for:

1. making observations
2. communicating with others
3. reading and writing
4. operating assigned equipment

• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:

1. standing or sitting for extended periods of time
2. operating assigned equipment

• Communicate clearly and concisely, both orally and in writing.

• Maintain mental capacity, which allows the capability of:

1. making sound decisions and using good judgment
2. exercising initiative in the completion of work
3. maintaining confidentiality as appropriate
4. answering questions
5. demonstrating intellectual capabilities

• Coordinate work assignments with others.

• Work independently in the absence of supervision.

• Establish and maintain cooperative working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• High school diploma (or equivalent)

Minimum Experience:

• Two or more years of related work experience.

Preferred Education/Training, Experience, Skills:

• Associates Degree preferred.
• Ellucian Colleague or other Integrated Data System and document imaging experience is preferred 

Supplemental Information

Special Instructions to Applicants:

• This position requires UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is high school diploma or equivalent, proof of completion is required.
• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the baccalaureate or master’s degree conferred by a regionally accredited college or university in the United States.
• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility