Student Records Specialist

Student Records Specialist


Cape Fear Community College
411 North Front Street
Wilmington, NC 28401
Phone: 910-362-7000

Job Location

Wilmington - Downtown Campus, NC




FT Benefits

Job Category

  • Clerical

Application Period

Opens: Friday, April 30, 2021
Closes: Tuesday, May 11, 2021

Target Start Date

Friday, April 30, 2021

Expected Work Hours

40 hours

Employment Type


Minimum Qualifications

Associates Degree and at least one year of relevant experience preferred.
A high school diploma (or equivalent) and 3 or more years of direct experience involving college admissions, registration, and/or student records will meet the minimum required experience.
Ellucian Colleague or other Integrated Data System and document imaging experience is preferred.

Preferred Qualifications

See required qualifications

Position Description

Position Description

Provides assistance in all functions of the Registrar’s Office.  Master scanner/indexer of documents relating to Registrar’s Office and assist other Student Services areas as needed with scanning needs. Processes both printed and electronic transcripts and student program changes on a daily basis.  Position is responsible for assisting students, faculty, staff, and customers of the Student Services area via phone, email, and in-person.  Position requires good general knowledge of the College and the ability to resolve student issues.

Receives supervision from the Registrar.
No supervision of others but may assist with training new staff and coordinating workload with other staff.

Duties & Responsibilities (Essential Functions)

ESSENTIAL and OTHER IMPORTANT FUNCTION 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. 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 Coordinator and the Health Science Enrollment Center Lead Counselor; researches incoming college transcripts on demand.
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 and Registration items at the Enrollment Services counter as work schedule demands. Also uses best practices to triage and guide potential students toward next steps in admissions or registration.
Assist Registrar in the continuous process of disseminating necessary information to faculty and staff regarding FERPA.  Enforces FERPA laws at all times.
Assists with processing student withdrawals in Colleague and ensures documents are imaged to the student’s record in the imaging software.
Assist in record maintenance using Ellucian Colleague and the Softdocs imaging system.
Assists students with basic dropping and adding of classes.
Enforces and explains catalog policies to students in a positive manner.
Assist the Registrar in maintaining a secure, neat and clean environment for all student records.
Assist with registration orientation or open house events, and special projects as needed.
Promptly respond to requests for information (mail, e-mail, telephone, etc.).
Serve as back up to sorting all Student Services incoming mail on a daily basis and place into appropriate mailboxes.
Assist in the creation and implementation of goals/objectives as well as implementation of policies and procedures within Student Services.
Participate in the activities of the Registrar’s Office.
Other Important Functions:

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



Knowledge of:
FERPA law (Family Educational Rights and Privacy Act)
Microsoft Office software including Word and Excel.
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:

  • making observations
  • communicating with others
  • reading and writing
  • operating assigned equipment

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

  • standing or sitting for extended periods of time
  • operating assigned equipment

Communicate clearly and concisely, both orally and in writing.
Maintain mental capacity, which allows the capability of:

  • making sound decisions and using good judgment
  • exercising initiative in the completion of work
  • maintaining confidentiality as appropriate
  • answering questions
  • 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.

How to Apply

Job Post Contact

Anne W. Smith
Director of Human Resources
Cape Fear Community College
411 N. Front Street, Wilmington, NC 28401
Phone: 910-362-7028