Part-Time Specialist - Student Records

Job Category
Regular Support Staff
FVTC Worksite
Appleton Main Campus
Hours Per Week
24

Job Description Summary
The Student Records Specialist is responsible for maintaining the accuracy and confidentiality of student academic records in the Registrar's Office. This role involves managing student information, processing transcript requests, handling enrollment verification, and ensuring compliance with institutional policies and state and federal regulations, including FERPA (Family Educational Rights and Privacy Act). The Records Specialist plays a vital role in maintaining the integrity of academic data and providing excellent customer service to students, faculty, staff, and external agencies.

Job Description
Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position. Other duties may be required and assigned.

Academic Record Management:

• Analyst, maintain, update, and verify the accuracy of student academic records in the college's student information system (SIS).
• Process grade changes, academic program updates, and other changes to student records as requested by students, faculty, or advisors.
• Ensure that academic records are securely stored and archived in accordance with college policy and legal requirements.

Transcript and Enrollment Verification:

• Process student transcript requests, including official and unofficial transcripts, in a timely manner.
• Handle enrollment and degree verification requests from students, employers, and external agencies, ensuring accuracy and compliance with FERPA regulations.
• Work closely with external verification services to provide accurate data when required.

Registration Support:

• Provide support during peak registration periods, ensuring that students are registered in compliance with college policies and deadlines.
• Collaborate with advisors and academic departments to ensure that students meet registration requirements.
• Coordinate requisite checking processes to ensure that students meet all requirements before start of term classes.

Customer Service and Communication:

• Serve as a point of contact for students, faculty, and staff regarding questions about academic records, registration, and other services offered by the Registrar's Office.
• Provide clear and accurate information to students in person, via phone, email, and through online platforms.
• Assist with creating and disseminating materials related to registration, transcripts, graduation, and other student services.

Data Integrity and Reporting:

• Regularly audit student records to ensure data integrity and accuracy.
• Assist in preparing reports for internal stakeholders, state and federal reporting, and accreditation purposes.
• Collaborate with IT and other departments to troubleshoot SIS-related issues and improve processes for data management.

FERPA Compliance and Confidentiality:

• Ensure that all student records and transactions are handled strictly with FERPA and other relevant laws and regulations.
• Safeguard the confidentiality of student information and use discretion when accessing and sharing sensitive data.
• Educate students, faculty, and staff about FERPA policies and procedures.

Graduation Processing:

• Assist in processing applications for graduation, verifying completion of degree requirements, and coordinating the issuance of diplomas.
• Collaborate with the commencement committee to support graduation ceremonies.

Non-Essential Functions and Responsibilities

• Crosstrain and provide backup within Registrar's office.
• Assist Admissions staff with student account updates.
• Handle difficult or sensitive situations with customers.
• Contribute to and help develop Student Services initiatives and participate in team decision-making.
• Assist with open house, new student registration, commencement, and other Student Success Division activities.

Minimum Qualifications
Education and/or Experience Requirements:

• Associate's Degree in Administrative Assistant or related field is required, Bachelor's preferred
• Two to three years of recent, related work experience working with student records

Licenses, Certifications, and Other Requirements:

• Advanced knowledge of Windows operating systems and MS Office Suite (i.e., spreadsheets, word processing, charting tools, database)
• Extensive knowledge of student records management within a comprehensive student information system such as PeopleSoft or Workday.
• Familiarity with FERPA compliance, academic records, and student record-keeping policies and practices.

In evaluating candidates for this position, Fox Valley Technical College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Work Environment

• Work will be completed in a hybrid environment, both in person and virtually. Some mandatory in person days are required during high volume periods.

Work environment may change based upon college needs.

Physical Requirements

• Sitting: Prolonged periods of sitting while performing tasks and utilizing computer system.
• Mobility: While much of the work is desk-based, occasional mobility may be necessary for attending meetings, office tours, or events within the workplace.
• Fine Motor Skills: Requires precise hand movements for typing and using office equipment.
• Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury.
• Communication: Strong verbal and written communication skills are essential for interacting with staff and stakeholders, both in-person and through electronic means.

EOE/ADA Statement

Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management's right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Additional Information

Pay Rate: $24.53 per hour.
Pay is based on a multitude of factors, including experience, qualifications, education, relevant certifications, internal equity, and market data. Note: Internal applicants' wage will be based upon the applicable compensation guidelines.

At Fox Valley Technical College, we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness, transparency, and excellence. Our total rewards philosophy ensures equitable compensation and benefits, supporting a highly engaged workforce. Our comprehensive benefits package includes medical, dental, and vision insurance, along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid vacation, sick leave, holidays, bereavement leave, and recess periods. We offer life and disability insurance, with options for additional coverage. Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs. Professional development opportunities include training, certifications, and tuition reimbursement. Additional perks at the Appleton Main Campus include an onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, cafe, printing services, Trilogy Salon & Spa, and more.

Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution, providing equal opportunity to all persons, including members of underrepresented racial and ethnic backgrounds, females, veterans and individuals of all abilities.
For questions regarding the College's nondiscrimination policy, contact: Rayon Brown - rayon.brown6751@fvtc.edu (Affirmative Action), TitleIX@fvtc.edu (sex-based discrimination or harassment), or Dan Squires - daniel.squires3328@fvtc.edu (Disability related discrimination).

To apply, please visit: https://fvtc.wd1.myworkdayjobs.com/en-US/FVTC/job/Appleton-WI/Part-Time-Specialist-Student-Records_JR2025-1268

Fox Valley Technical College celebrates diversity, supports equity and inclusiveness, and encourages individual expression in our workplace.

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