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Records Analyst

Official Job Description

Records Analyst

Supervised by: Registrar

Department: Admissions and Records

Grade: G

Category: Full-time Support

Status: Non-Exempt

Function of the Job

Responsible for evaluation of all incoming student transcripts.

Duties and Responsibilities

  1. Evaluate and process incoming educational records from colleges/universities, foreign institutions, and secondary schools.
  2. Review student transcripts for the Illinois Articulation Initiative (IAI) requirements and identify courses accordingly.
  3. Coordinate data entry of credit by evaluation, including but not limited to, Advanced Placement and CLEP credit, Dantes scores, Department of Correction credit, and high school courses for college credit.
  4. Process GED, Constitution and ACT scores.
  5. Coordinate with students, faculty and staff issues regarding the analysis of transcripts.
  6. Process student record information into the computer system.
  7. Answer telephone and provide information and assistance as appropriate
  8. Assist in general office duties, especially during registration times.
  9. Assist in the cross training of department staff in transcript evaluation.
  10. Assume all other reasonable professional duties and responsibilities as assigned by the Registrar.

Essential Functions

  1. Must understand and support the mission of the community College.
  2. Must have strong skills in customer service and possess excellent verbal and written skills.
  3. Must be able to operate office equipment proficiently.
  4. Must be able to communicate effectively by phone and email on a daily basis.
  5. Must be able to work with Microsoft Office products.
  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 in providing information and assistance.

Supervision Excercised

Functional supervision is exercised over designated College work-study students.

Requirements

Associates Degree required; Bachelor's degree preferred. Three years of collegiate admissions, records analysis, or records management work and familiarity with Banner preferred. Word processing and data entry skills required. Understanding of academic credit and degree requirements, strong interpersonal and organizational skills, and ability to work independently required. Must demonstrate sound judgment.

Revised: 4/30/2024

Tort Liability Statement:

Coordinates the College Risk Management Program in a capacity appropriate to this position. This includes, but is not limited to, monitoring conditions, events and circumstances present through daily College operations, and communicating observations to the appropriate supervisor or taking necessary actions to correct, prevent or limit safety problems. May serve as a member of a committee that supports the health, safety and/or legal rights of visitors, students and staff. Such committees may include the AA/EEO, Sexual Harassment, and Safety/Loss Control committees. (Risk Management Categories I, III, IV. See Tort file.)

This description is intended to indicate the kinds and levels of work difficulty that will be required of the position that will be given the title and shall not be construed as declaring what specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of the supervisor to assign, direct, and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

 

Employee Signature Supervisor Signature

 
Date Signed by Employee Date Signed by Supervisor