Records Coordinator

Records Coordinator

Supervised by: Director of Admissions and Academic Advising
Department: Admissions and Records	Grade: H
Category: Full-time Professional Technical	Status: Non-Exempt

Function of the Job

Perform responsible administrative duties for the Director of Enrollment Management/Registrar; provide training and assistance to the Admissions and Records staff; create, maintain and update office procedure documentation; assist college faculty, staff and students with registration and registration related inquiries.

Duties and Responsibilities

1. Assist the Director of Enrollment/Registrar in managing the day-to-day operations of the enrollment services area.
2. Provide information and assistance to students and staff as needed concerning registration and records.
3. Create, maintain and update office procedure documentation manuals.
4. Assist in training office staff on registration and records processes and provide functional support as needed.
5. Assisting in the resolution of registration discrepancies.
6. Assist the Director of Enrollment/Registrar with issues related to the electronic programs and services of the office (i.e., Banner, Filebound, webpages, and National Student Clearinghouse) and collaborate with the information services department as directed.
7. Assist with preparation, generation, and distribution of diplomas and certificates.
8. Coordinate activities related to Jump Start, and New Student Orientation.
9. Collaborate with the Director of Enrollment/ Registrar to certify all athletic eligibility and track individual athletes throughout the school year.
10. Provide information by telephone, correspondence, e-mail, in-person, one-on-one, or in groups regarding enrollment and program information (credit and non-credit).
11. Provide information and assistance on College policies and procedures to students, faculty, administrators, and the general public, and outside organizations regarding enrollment management processes and procedures.
12. Assist in the student registration and record keeping functions.
13. Educate and assist current and former students, staff, and faculty with college on-line access (i.e. SOAR, e-mail, on-line forms, National Student Clearinghouse, etc.).
14. Assess and process applications, registrations, and changes in student information, eligibility, and residency requirements (i.e. Banner and Filebound).
15. Safeguard student information in accordance with relevant privacy laws, including the Family Educational Rights and Privacy Act (FERPA) and Student Right to Know.
16. Participate in the development of the department operational plan.
17. Assist with the training and supervision of student employees.
18. Assist the records analyst with review, evaluation, and processing of high school transcripts including entering ACT, SAT and college placement test scores into the BANNER system.
19. Assume all other reasonable professional duties and responsibilities as assigned by the supervisor.

Essential Functions

1. Must understand and support the mission of the community college.
2. Must be able to communicate effectively in person, by telephone, and electronically on a daily basis.
3. Must be able to provide and understand verbal/visual/e-mail orders and presentations from supervisor and to the general public.
4. Must be able to proficiently operate computers and software.
5. Must be able to operate basic office equipment.
6. Must be able to work in a team environment.
7. Some evening hours required.

Personal Interaction

Frequent contact is made with College personnel, faculty, students, and the general public in the routine performance of duties and departmental services.

Supervision Excercised

Functional supervision is exercised over designated College work studies.

Requirements

Associate’s degree required; Bachelor’s preferred.  Five (5) years of customer service experience in a college setting is required. The candidate must possess strong communication and customer service skills with the ability to listen and respond to inquiries with clear and concise directions. The ability to work in a fast paced environment is a must. Functional experience with an enterprise resource planning (ERP) system, BANNER preferred.

 

Revised: 5/29/2024