Senior Records Specialist

College: SLCC

Department: Academic & Student Affairs

Sub department: Registrar

Type of Appointment: Unclassified - Administrative/Staff

Salary: $36,739.00 - $41,670.00

Duties and Responsibilities: 

Work Habits: (40%)
• Process and verify transcript requests, ensuring accuracy and compliance with FERPA.
• Maintain secure databases and records, issuing transcripts to the correct recipients in the required formats.
• Accurately enter and update student data in the system, ensuring that academic progress, degree audits, and credentials are correctly recorded and maintained.
• Process graduation audits, including reviewing applications, and petitions.
• Assist with the creation of progress reports, audits, and certifications.
• Communicate with students and advisors about graduation requirements, procedures, and deadlines.
• Generate and review reports on transfer credit, transcript requests, and credential awards for internal use and compliance.
• Perform audits and resolve discrepancies in student records.
• Monitor and maintain the auto-awarding process for degrees and credentials in Banner, ensuring eligibility criteria are met.
• Troubleshoot issues related to auto-awarding, and ensure timely awarding of degrees, certificates, and diplomas.
• Guarantees and ensures a check of legacy records to remove conversion holds.
• Process registration for cross-enrollment.
• Assist with special events such as orientation, registration, and support unique cases where automatic awarding cannot be applied (e.g., non-traditional credits).

Institutional Support: (30%)
• Manage transfer credit evaluation, update articulation tables, and ensure the accuracy of transfer credits in Banner.
• Work with academic departments and external institutions on articulation agreements.
• Ensure the accuracy of student records and smooth processing of transfers and credentials.
• Maintain records for Credit for Prior Learning and other specialized credit programs as well as other forms of alternative credit.
• Work closely with faculty, academic departments, and other offices to ensure the accuracy of student records.
• Ensure adherence to institutional policies and FERPA regulations.
• Suggest and implement process improvements to enhance efficiency and user experience.
• Ensure adherence to institutional policies and FERPA regulations regarding transcript requests.
• Provide back-up as needed to the Associate Registrar.
• Ensure the timely processing of transcripts.
• Develop systems and processes to enhance registrar processing.
• Understand curriculum policies and definitions, and how they relate to degree audits.
• Ensure Degree works accurately reflects the college curriculum.

Behavioral Standards: (20%)
• Respond to inquiries from students, faculty, staff, and external agencies about transcript requests, transfer credits, and graduation eligibility.
• Provide clear guidance on processes, policies, and timelines.
• Work with IT and technical teams to resolve system issues affecting transcript processing and auto awarding.
• Ensure equitable services for all stakeholders.
• Perform other duties as assigned, attending mandatory meetings and ensuring equitable services for all stakeholders.
• Demonstrate politeness, helpfulness, and professionalism in interactions with students, staff, and external parties.
• Handle sensitive and confidential information following institutional standards and privacy regulations.

Team Relations: (10%)
• Collaborate with faculty, academic departments, and other offices to ensure smooth processing of student records.
• Provide assistance to the registrar and associate registrars when needed.
• Work with other team members to address and resolve issues as they arise.
• Support colleagues and contribute to the overall functioning of the department to enhance team productivity.
• Participate in team efforts to improve services and processes for students, faculty, and staff.

Required Education: Bachelor’s Degree from a regionally accredited institution. Four (4) years of professionally comparable experience may be substituted for the required degree.

Required Experience: Minimum of three years experience in student services or equivalent experience within a college or high school.

Required Knowledge, Skills and Abilities:

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectivel