Senior Records Specialist - Office & Administrative Specialist Senior

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Working Title:

Senior Records Specialist - Office & Administrative Specialist Senior

Institution:

Century College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

White Bear Lake

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

Position Purpose

The work of this position is critical to the successful operations of enrollment related functions and services in the Records office, TSS, Admissions, Financial Aid, and other Student Affairs Offices. The position is responsible for having extensive, accurate knowledge of institutional and Minnesota State policies and procedures. A major responsibility for this position is ensuring data integrity through the research and resolution of duplicate records is ISRS. This position will identify and respond to workflow issues to administer the complex processes required to ensure successful enrollment, persistence, and completion for students.

The position will also, in coordination with the Graduation Evaluator, accurately evaluate and enter graduation applications and graduation data into multiple databases as well as process and order diplomas for all graduates. The position will help maintain, update, and troubleshoot the graduation database.

In addition, the position is responsible for hiring and training student workers for the Records Office and providing customer service support. This position is also responsible for promoting a culture that supports diversity, equity, and inclusion in all forms at Century College.

Position Responsibilities

• Perform quality assurance reporting and validation of Records and Registration processes. Adjust and implement process changes in consultation with the Registrar. Evaluate information in ISRS to ensure data integrity, which includes researching and resolving duplicate records using the Minnesota State Duplicate Resolution complex process. Work with the Department of Institutional Effectiveness as needed on research projects and verification of students’ records.

• Serve as secondary Graduation Evaluator with evaluating and processing graduation applications including awarding into ISRS and other databases.

• Responsible for administering the Graduate Follow-Up Survey.

Salary Range:

$21.90 - $29.65/hour

(DOQ – Salary Placement will be done at time of hire.)

Minimum Qualifications

• Knowledge of English sufficient to speak, read, understand, and respond to written and spoken communications and to participate in discussions and communications with various stakeholders.

• Word Processing & Spreadsheets: Knowledge of computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect them.

• Skill in technology is sufficient to use non-standard or advanced software features, programs, and web-based resources.

• Data Base Management: Ability to collect and analyze data for administrative reports; adjusts and corrects errors to avoid potential data problems.

• Advanced customer service skills to work with students, student workers, co-workers and various other stakeholders via phone, email, and in-person.

• Lead Work Skills and experience sufficient to hire, train, and assign work to student workers for the Records Office.

• The ability to interpret institutional, state, and federal policies and regulations then translates and develops them into administrative and programmatic procedures and processes relative to the position responsibilities.

Preferred Qualification 

• Associate degree or three (3) years of experience in higher education in an Enrollment Management area: Admissions, Financial Aid, Registration and Records, Advising, Student Life, Diversity, or a related customer service field.

• Knowledge of college career program offerings, student enrollment services, and admissions requirements.

• Knowledge of Minnesota State and college policies, as well as state and federal laws and regulations

• Ability to maintain the confidentiality of private information according to federal regulations (FERPA, Data Privacy Act, Minnesota State and ATC policies and procedures).

• Knowledg