Senior Specialist, Student Records

Job Profile Summary

Under limited supervision, this position will provide professional support of the Registrar’s Division through the performance of assigned core functions within the student records management unit. Responsible for the accuracy, integrity, privacy, and security of all academic records and the integrity of data and reports. Ensures compliance with the published policies and procedures while providing outstanding customer service to students, staff, faculty, and other internal and external constituents. Work requires the use of initiative and resourcefulness in making decisions within widely accepted standards. Performs related work as directed.

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant
to Florida Statute 295. Certain servicemembers may be eligible to receive waivers for
postsecondary educational requirements, in the employment by the state and its political
subdivisions and are encouraged to apply for the positions being filled.

Applicants claiming preference are responsible for providing required documentation at the
time of submitting application.

For information on obtaining a DD 214 visit http://www.archives.gov/veterans/militaryservice-
records/ or call 1-866-272-6272.

  

Minimum Education:

• Associate’s degree required.  Bachelor’s degree preferred.
• An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

• Three years of functional experience in compliant records management field.

Essential Functions:

• Daily -30%: Processes and analyzes incoming credentials and supporting educational documentation and outgoing transcripts. Facilitates the information used in the analysis of student records and transcripts. Ensures compliance of student records with federal, Florida Statute, policies and procedures.
• Daily -20%: Ensures maintenance and regular updating of appropriate student records documentation an accuracy.  Conducts pre-enrollment transactions such as credential processing, and admission eligibility verification.
• Daily -10%: Provides excellent customer service by corresponding via email and telephone to students, staff and faculty. As well as resolves discrepancies.
• Daily -10%: Applies analytical techniques and methods to gather and analyze data to resolve and/or make recommendations that comply with College policies and procedures.
• Daily- 10%: Processes test scores, CLEP, IBs, AP, Dante, DSST, Excelsior College examinations, AICE, BYU-FLATS. Processes FASTER error reports to ensure student transcript evidence. Processes and maintains records of transactions and data into Workday, CID and Image Director, and Netsearch.
• Other, as Needed- 10%: Assists with system upgrades testing and prepares detailed analysis of system records fixes needed.
• Other, as Needed- 5%: Participates and assists in ongoing department projects and testing that pertain to the Office of the Registrar.
• Other, as Needed- 5%: Performs related duties as assigned including but not limited to serving as a backup for other team members.

Knowledge, Skills and Abilities:

• Possess excellent customer service skills.  
• Knowledge of record retention policies and data privacy policies and procedures (FERPA); NSLDS and National Student Clearinghouse enrollment reporting processes; generally accepted AACRAO guidelines, federal, state and regulatory requirements; academic policies and procedures.
• Knowledge in researching methods and procedures applicable in academic records.
• Strong knowledge, understanding and skills in area of responsibility; including an understanding of concepts and principles of related areas and functions.
• Ability to prepare clear and accurate records, data information and other electronic or written materials.
• Strong organizing, interpersonal, coordinating, attention to detail, written and oral communication skills.
• Ability to be tactful, confidential, and discreet when communicating with students and constituents.
• Ability to manage own work to job and performance standards. Ability to participate as an active team member.
• Requires intermediate to advanced knowledge of computer systems, i.e. Microsoft Office Products, Workday, CID.
• Ability to interact and effectively communicate with a diverse employee and student population.

Competencies:

Respect for Others
Demonstrates respect for team members and constituents by valuing their contributions toward the goals of the work unit and the College. Maintains professionalism and contributes to a cohesive work environment

Teamwork
Cooperates and collaborates with individuals & groups that support the mission and va