STUDENT RECORDS SPECIALIST at Cleveland State Community College in Cleveland, Tennessee

Job Description:

STUDENT RECORDS SPECIALIST
Number of Openings:  1
Employee Classification:  Non-Exempt
Institution:  Cleveland State Community College
Department: Registrar Office
Campus Location:  Cleveland, TN
Salary Range: $31,970 - $38,360

JOB SUMMARY
The Student Records Specialist is responsible for maintaining accurate and confidential student records,
providing excellent customer service to students, faculty, and staff, and supporting the overall functions of the
Registrar's Office. This role requires a high level of accuracy, attention to detail, and the ability to handle
multiple tasks simultaneously. The Student Records Specialist manages emails, transcripts, change requests, and
transcript evaluations. This position must also maintain a good working relationship with other campus
divisions, specifically Academics.

If you are interested, click on the link to apply. 
Applications can be assured full consideration if submitted by October 2, 2024. 

ESSENTIAL JOB FUNCTIONS
Transcript Analyst (30%):

o Evaluate and post all transfer credits according to both college and TBR policy, including assessing repeats, and notify transfer students of awarded credit.
o Coordinate any petitions for credit approved by Academic Affairs and update appropriately.
o Review transfer course equivalencies with Academics and update appropriate systems, including Banner and the Transfer Evaluation System (TES).

Student Records Management (25%):

o Maintain and update student academic records in compliance with college policies and federal regulations.
o Process incoming college transcripts, registration forms and transcript requests.
o Process EVEA documents after the initial admissions application has been submitted.
o Process data changes such as personal information as well as academic changes such as major change requests.
o Manage email account specifically designated for the Records Office as well as EdAmerica escalations and KACE tickets.
o Manage the electronic transcript process as it relates to Banner and Clearinghouse, as well as processing
additional transcript requests unable to be sent electronically.
o Ensure the accuracy and integrity of student data within the student information system.
o Responsible for enrollment and graduation verification requests as well as any other Records Office requests.  
o Responsible for importing and processing all ACT and SAILS Math tape loads.
o Responsible for reviewing duplicate PIDMs and sending deletion requests to IT.

o Ensure compliance with FERPA (Family Educational Rights and Privacy Act) and other relevant regulations, to include updating the FERPA requirement on the student’s record, when needed.
o Participate in audits and assessments of student records.

Administrative Support (20%):

o Assist with the preparation and distribution of official academic documents such as transcripts, diplomas, and enrollment verifications.
o Assist in the preparation of reports and data analysis for internal and external stakeholders.
o Serve as the primary point of contact for the Student Records Office, representing the office on the multi-site call and managing communication between the various sites.
o Support the Commencement Committee where needed.
o Perform data entry and manage electronic and paper filing systems.
o Collaborate with other departments to ensure smooth operations related to student records and registration.
o Communicate effectively with faculty and staff regarding academic policies and procedures.
o Participate in departmental meetings and professional development opportunities.
o Assist the Registrar and Assistant Registrar where needed.

Customer Service (20%):

o Provide front-line customer service to students, faculty, and staff via phone, email, and in-person for Student Records, as well as Enrollment Services, when needed.
o Assist students with registration issues, academic records inquiries, and other related concerns.
o Handle sensitive and confidential information with discretion.

Non-Essential Functions (5%):

o Must attend all college functions as required. 
o Serve on various college committees.
o The appointee will be required to meet those standards now required or which in the future may be required by the Tennessee State Board of Regents and the Southern Association of Colleges and Schools Commission on Colleges.
o The appointee may be required to achieve additional skill, knowledge, or credential levels. 
o Perform other duties as assigned by supervisor.

EQUIPMENT
Work activities routinely involve work personal computers, scanners, and peripheral devices. Photocopy and other machines are frequently used.

KNOWLEDGE, SKILLS AND RESPONSIBILITIES
-Ability to work in a fast-paced environment, attentive to detail, flexible, and manage stressful situations
-Possess strong interpersonal communication skills and maintain focus with job responsibilities.
-Ability to work with a variety of individuals in various age groups and ethnic backgrounds.
-Willingness to work extended and flexible hours during certain periods of the year.
-Proficient oral and written communication skills and strong organizational skills.
-Demonstrated experience in providing high-quality customer service to diverse groups, including students,
faculty, and staff.

-Ability to handle inquiries and issues professionally and empathetically.

JOB STANDARDS/QUALIFICATIONS
-High School Diploma or equivalent required. Associate degree preferred.
-Two (2) years of experience working in student records or a related field is required
-Computer literacy and proficiency in Microsoft Office Suite is required.
-Knowledge of Banner software preferred.

JOB LOCATION
The main campus of Cleveland State Community College is the primary workplace. However, travel will be
required throughout the college’s five county service area.

_________________________________________________________________________________
Cleveland State offers a comprehensive benefits package, including but not limited to the following:
Insurance: Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
Wellness Incentive Program (if enrolled in health)
Educational Assistance: Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
Employee Assistance Program
Longevity Pay
Retirement Options: State of TN Pension (TCRS), 401a, 401k with $50 match, 403b, and 457
14 Paid Holidays/Year
Sick and Annual Leave
Sick Leave Bank
State Employee Discount Program with over 900 merchants
If you are interested, click on the link to apply. 
Applications can be assured full consideration if submitted by October 2, 2024. 

Human Resources Office
Cleveland State Community College
Telephone: 423-478-6203

Cleveland State Community College does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities sponsored by Cleveland State Community College. Cleveland State Community College's policy on nondiscrimination can be found at: 
https://www.clevelandstatecc.edu/wp-content/uploads/2024/05/7_04_00_00-Discrimination-and-Harassment-
2.pdf

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