What are the responsibilities and job description for the Records Specialist position at Enterprise State Community College?
Position Summary
The position provides high-level assistance to the Registrar, students, and staff with coordinating office functions and procedures in the Registrar's office.
Reporting Authority: Assistant Director of Admissions and Records
Essential Duties and Responsibilities
- Maintain understanding of the SIS in order to accurately retrieve and update student academic records and process program changes. Audit student records through Degree Works to identify discrepancies
- Perform transfer articulation processes on college transcripts.
- Confirm eligibility and student's academic records.
- Ability and knowledge to conduct detailed analysis of academic records.
- Ability to relate to students, faculty, and staff in a helpful and professional manner.
- Ability to maintain Parchment transcript que.
- Compose letters, memos, forms, and charts independently.
- Answer office telephones, greets visitors, and provide information relative to scheduled courses,
- Scans old and new student records to ensure integrity and security of academic information.
- Handle all incoming and outgoing mail for the Office of the Registrar.
- Check and maintain office supply levels.
- Respond to emails to assist with student course registration, and processes advance registration and
- Process student requests: Process verification of student enrollment requests. Review student's academic records to ensure accuracy, generate unofficial transcripts for active and inactive students and mail.
- Processes no show appeals.
- Interpret and understand academic rules & regulations to provide academic support to students and
- Process scenarios to update student records and document outcomes for system testing and integration strategies for Banner and Degree Works Student Administration.
- Ability to be cross trained to assist in all areas of student services.
- Maintain confidentiality of student records in compliance with the Family Education Rights and Privacy Act (FERP A) and take measures to protect official records from unauthorized release, accidental damage, or destruction.
- Performs other duties as assigned by the Assistant Director of Admissions and Records, the Director of Admissions and Records, the Dean of Students, and/or the President.
Qualifications
Minimum Qualifications:
- Bachelor's degree from a regionally accredited institution
- Experience working with a Student Information System (SIS), preferably Banner
- Knowledge of Alabama Community College System academic policies, procedures, standards, and
- One year of experience in a collegiate environment preferably in admissions, recruiting, records, and/or advising
Application Procedures/Additional Information
Position announcements and employment applications are available at https://www.schooljobs.com/careers/accs/bishopstate? Applications currently on file must be resubmitted for this position. Delinquent and/or unsigned application packets and/or documents will not be accepted. Only complete application packets will be given consideration for employment.
A completed application packet consists of:
Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. Learned physical skill is required for keyboarding. Frequent walking, standing, or sitting may be required. Working hours may vary and occasional evening or weekend work is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.
More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from the criminal background check. Bishop State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.
The Selection Committee will screen all applicants for the position. The Committee will select applicants for in-person interviews which may consist of question/answer session and /or skills assessments. Applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense. The College reserves the right not to fill the positions in the event of budgetary or operational constraints. Bishop State Community College is a multi-campus organization, and employees of the College are required to travel among various work sites for both day and evening responsibilities and must provide their own mode of transportation. Bishop State Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including postsecondary community and technical colleges under the control of the Alabama Community College Systems Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Bishop State Community College will make reasonable accommodations for qualified disabled applicants or employees. Bishop State Community College reserves the right to withdraw this job announcement at any time prior to the awarding.
Salary: ACCS Salary Schedule- E3-03
A completed application packet consists of:
- Completed Bishop State Community College employment application
- Current resume
- Applicable Transcript with conferred date (While an unofficial transcript may be submitted as part of the application packet, an official transcript must be received before the date of hire.)
Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. Learned physical skill is required for keyboarding. Frequent walking, standing, or sitting may be required. Working hours may vary and occasional evening or weekend work is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.
More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from the criminal background check. Bishop State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.
The Selection Committee will screen all applicants for the position. The Committee will select applicants for in-person interviews which may consist of question/answer session and /or skills assessments. Applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense. The College reserves the right not to fill the positions in the event of budgetary or operational constraints. Bishop State Community College is a multi-campus organization, and employees of the College are required to travel among various work sites for both day and evening responsibilities and must provide their own mode of transportation. Bishop State Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including postsecondary community and technical colleges under the control of the Alabama Community College Systems Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Bishop State Community College will make reasonable accommodations for qualified disabled applicants or employees. Bishop State Community College reserves the right to withdraw this job announcement at any time prior to the awarding.
Salary: ACCS Salary Schedule- E3-03