Records Associate II

Position Description Summary

HFC presents an opportunity for a Records Associate II

The Records Associate II serves as one of the primary individuals responsible for data entry related to the registration process and all related procedures including course adding/dropping, grade adjustments, address changes, transcript processing and document imaging. This position also requires knowledge of college policies in order to interpret and solve student requests and inquiries sent to the Office of Registration and Records by email, phone or other electronic means.

Schedule: Two Open Positions:

First position onsite hours: 10am-6:30pm M-R, 8am-4:30pm F.

Second position onsite hours: 9am-5:30pm M-R, 8am-4:30pm F.

Occasional evening or weekend hours may be required dependent upon need.

Core Competencies and Qualifications

• Earned associate degree from a regionally accredited institution of higher education or a combination of education and education may be considered.
• One year experience in higher education, ideally in records and registration or enrollment services.

The most successful candidate will have a career that reflects:

• 1-2 years of experience with a student information system such as Colleague, Banner, or PeopleSoft.
• One year of customer service experience.

• Customer Experience - Anticipates and meets the needs of both internal and external customers including students, staff, and the community. Delivers high-quality services; is committed to continuous improvement.

• Technical Credibility - Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise.

• Teamwork – Works closely and collaboratively with the Records Associate II team members to create a strong and cohesive team.

• Flexibility - Is open to change and new information; rapidly adapts to new information, changing conditions, or unexpected obstacles, particularly in terms of students and other stakeholders.

Additional Unique Competencies

• Interpersonal Skills - Treats students, staff, faculty, and the community with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.

• Decisiveness - Makes well-informed, effective, and timely decisions, even when data are limited, or solutions produce suboptimal consequences; perceives the impact and implications of decisions on all college stakeholders.

• Problem Solving - Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.

• External Awareness - Understands and keeps up to date on local, national, and international policies and trends that affect higher education and shape stakeholders' views; and how the College impacts the community.

• Accountability – Is accountable for measurable, high-quality, timely, and cost-effective results. Determines objectives and sets priorities. Accepts responsibility for mistakes and seeks to improve. Complies with established control systems and rules for data integrity.

Candidates must demonstrate proficiency in:

• Analytical skills with the ability to assess student situations and make decisions related to student problems with minimal consultation from managers or directors required.
• Microsoft Office, particularly MS Word and Excel.
• Ability to handle confidential records with the required caution and professionalism.
• Ability to communicate effectively, both orally and in writing.
• Ability to work autonomously in managing multiple tasks and meeting deadlines.
• Being flexible and adaptable in a rapidly changing, high stress environment and work well under pressure.
• Ability and desire to provide excellent customer service to students and the college community.
• Ability to learn and be trained in and adapt to new technology.
• Ability to work effectively both autonomously and in a team setting.
• A customer service mindset.

Essential Duties and Responsibilities including but not limited to

• Ability to multi-task and demonstrate capability to handle large number of requests, process a variety of forms, respond to emails, chats, and phone calls simultaneously with accuracy and efficiency.
• Ability to work effectively and collaboratively with team members during busy and peak processing times, demonstrating professionalism, positive attitude, accuracy, and knowledgeable written and oral communication skills.
• Respond to incoming emails, phone calls, and chats providing timely and accurate responses.
• Process requests from students, faculty, and staff which may include grade changes, course registration requests, academic dishonesty issues, academic forgiveness policy issues, guest application processing, and other requests as received.
• Provides support to students, staff, and instructors in completing a variety of registration and records related questions.
• Ability to use professional judgement while following the College policies when working on student issues especially those that may be challenging.
• Demonstrate the ability to efficiently operate the computer and associated software including document imaging software, student information systems and Microsoft Office Suite.
• Ability to understand and follow higher education policies and procedures including the Family Educational Rights to Privacy Act (FERPA), as well as all other confidentiality related best practices.
• Serves as a liaison between the Registration and Records office and all constituents related to immediate registration questions and concerns.
• Serves as a liaison to collaborate with outside constituents, such as four-year institutions and business/industry as it relates to student registration transactions and issues related to the student’s academic file.
• Process incoming requests received electronically (via workflow queue, email, fax, etc.) and direct mail for document imaging.
• Scans all registration related documents into the document imaging system.
• Research and troubleshoot request issues and provide recommendations to supervisor for resolution.
• Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
• Support all HFC team members in student service efforts and processes.
• Support and attend on-campus events as-needed basis.
• Attend regularly scheduled meetings, workshops, and other training sessions, as directed by the supervisor.
• Performs other duties as assigned.

Additional Information

While we have attempted to capture the core functional responsibilities in the role, the statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Therefore, performing additional job-related duties not listed above may be required as assigned. For applicants viewing this ad from an external site, please go to hfcc.edu/jobs to apply.