Student Data Specialist

Kenyon College is conducting a search for a qualified candidate to fill the position of Student Data Specialist. This is is a full-time position with benefits and the hourly rate of pay is $17.96.

Position Summary

The Student Data Specialist serves the College by responding to requests of students, faculty, alumni as well as colleagues in offices all over campus, making this person a front-line representative. Data entered by the Student Data Specialist position cascades throughout the work of the Registrar's Office, student records, academic departments, and beyond making accuracy and efficient completion of the work essential to success. This position works closely with each member of the Registrar's Office as well as colleagues from other offices including Academic Advising, Dean of Student Development, Student Billing, the Center for Global Engagement, and the academic departments. Additionally, the person in this role is the primary point of contact for the office on the telephone and the secondary contact for in-person visitors to the office, requiring exceptional verbal communication skills.

Successful candidates must have a strong service background and be able to anticipate, recognize and meet people’s needs, particularly in escalated situations. Successfully answering questions requires a holistic understanding of college policies, computer systems, and procedures. This role requires the ability to complete varied daily tasks consistently and to shift focus back and forth quickly, be able to integrate the less frequently performed tasks scheduled throughout the academic year cycle, requiring effective time and priority management.

Essential Functions

• Coordinate petitions for the CAS subcommittee—prompt petition “support” people for responses, track receipt of responses, and prepare petitions for committee’s review. Communicate to the committee members the need to meet each week. Index petition and response in student folder.
• Monitor the transcript ordering system and Banner to ensure the efficient and satisfactory fulfillment of requests for transcripts as promised by office policy. Act as main contact with contracted transcript-ordering service and ITS to troubleshoot problems. Understand the system from the point of view of those ordering to be able to answer general questions about completing the form. Download monthly reports reconcile with amount credited to our budget. Work with ITS support to learn about changes in process and resolve issues with data transfer and printing.
• Stay in touch with the KAP coordinator regarding communication sent to KAP students – how and when to request transcripts and what to expect for fulfillment of requests each April.
• Answers the main office telephone line. Respond to the requests associated with the role; refer questions within the Registrar’s Office and elsewhere on campus as appropriate.

UPDATING/REVIEWING

• Review Advanced Placement (AP) information in the Course Catalog department sections, First Things First and department web pages to ensure the RO web page information is complete and accurate.
• Review the Registrar’s Office web page for transcript ordering, Advanced Placement (AP), replacement diploma ordering and update it.
• Update diploma templates each year. Gather signatures for diplomas as needed. Merge, review and print diplomas for commencement. Create one-off diplomas for off-schedule degree completions. Communicate with Commencement Coordinator need for diploma tubes and diploma paper.  Prepare diplomas for honorary degrees as needed (honors day and commencement).
• Suggest updates/changes to documentation of How-To-Instructions for duties outlined in the job description.

TEAM INVOLVED TASKS - coordinating, delegating and participating in tasks with team members

• Share counter responsibilities with Student Systems Coordinator. This varies based on the level of student traffic throughout the semester.
• Make changes to student schedules based on collegiate policies and timing. Process late adds, pass/D/fail, audit, withdraws (WD) and withdraw late (WL). Charge student accounts as needed, etc. This includes assisting with adding spring year-long course enrollments to student schedules in November.
• Work with SASS to organize early registration process for students with accommodations. Enter course requests for students approved for early registration when submitted by students.
• Assist the Associate Registrar with creation of course sections for the upcoming academic year as requested.
• Assist the Associate Registrar with Graduation Requirement Review (GRR) meetings as requested. Set up meeting times, communicate with students, review degree evaluations in preparation, and meet with in