DEFINITION: 

The Coordinator of Student Records performs a multitude of tasks to support the Registrar’s Office including assisting with processing, reporting, and records management functions, including the management of curriculum and continuing education student records. Primary responsibilities include documentation and preparation of student files, creating and maintaining continuing education course information, problem solving system errors, supporting faculty and staff with attendance and grading, and by assisting with required reports and start/end of term processes and procedures.  

SUPERVISION RECEIVED AND EXERCISED:

• Receives general supervision from the Assistant Registrar.
• Exercises no supervision.

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:

• Review and verify accuracy of student records and correct inconsistencies.
• Responsible for assisting with the completion and submission of required North Carolina Community College System reports for both curriculum and continuing education, to include, but not limited to: Institutional Class Reports, Comprehensive Curriculum Student Report, Continuing Education Registration Report, and FTE reports.
• Maintain and process documentation and student information system data entry for Economic & Workforce Development courses.
• Assist with student registration functions, including adding/deleting courses, changing sections, and collaborating with the business office regarding re-billing and coding and billing errors.
• Manage duplicate student accounts, including identifying, reviewing, and updating as needed.
• Make recommendations for improving the accuracy and efficiency of programs and reporting procedures when appropriate.  
• Responsible for records management, storage, scanning/indexing, retention, and disposition of records, in addition to, planning, prioritizing, reviewing records and verification of information. Work with others to create workflows and improve efficiencies.  
• Review student and class records as assigned by the Assistant Registrar, to verify completeness of documents by ensuring all items are correct and maintained on file as required (e.g. rosters, signatures, change forms, course numbers, transcripts, contracts, etc.)
• Use the college’s information system software to verify class and student information, reconcile data, run and print reports.
• Update student demographic and academic information, as needed.
• Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature.
• Actively participate in departmental meetings, trainings, and college committees as assigned.
• Under the direction of the Assistant Registrar/Registrar, assist in the coordination of external FTE compliance reviews with the System Office compliance review staff.
• Act as a receptionist for all visitors to the Enrollment Services area.
• Assist Enrollment Services department with data entry, as needed.
• Respond to internal and external customer requests via phone, email, and in-person.
• Assist with other duties and special projects as assigned.

Other Important Functions:

• Duties of this position will involve working long hours during reporting periods and may involve working evenings and/or weekends.
• Perform other related duties and responsibilities as assigned 

Qualifications

QUALIFICATIONS:

Ability To:

• Perform related work as required.

• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Communicate clearly and respectfully, both verbally and in writing

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• 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
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

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:

• Associate’s degree or at least 3 years of related experience.

Minimum Experience:

• Organized and thorough, attention to detail and high-quality standards.
• Excellent communication (both written and oral), problem solving, organization, and interpersonal skills.
• Experience working in challenging, fast-paced environments where multi-tasking is essential.
• Proficiency in working with Microsoft Office applications.

Preferred Education/Training, Experience, Skills:

• Datatel/Colleague/Ellucian, Informer, and record retention software experience preferred.

• Demonstrated knowledge of student records practices and methods accepted by the higher education field.
• Applicable federal, state, and local policies, procedures, rules and regulations that affect College educational programs.
• Applicable sections of the Community College Laws of North Carolina and the North Carolina Administrative Code, Title 23, State Board of Community Colleges Code.
• Program audit principles and procedures for both curriculum and continuing education programs.

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.
• Successful candidates are required to submit official transcripts for all degrees obtained prior to first day of employment.
• Successful 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.