Records Manager

posted 7/21/2025 until 8/1/2025 or until filled   

                                                                       Pierpont Community & Technical College

JOB TITLE:    RECORDS MANAGER

AGENCY: Pierpont Community and Technical College 

WORK LOCATION: Pierpont Advanced Technology Center, 500 Galliher Drive Fairmont, West Virginia 26554

REPORTS TO: Registrar

FLSA Status:  Exempt 

Employee Category:  Nonclassified     

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GENERAL JOB SUMMARY:

The RECORDS MANAGER supports the overall operation and integrity of the Office of the Registrar by assisting with the planning, coordination, and execution of academic records, registration, student services, and compliance activities. This position ensures that student data is accurately maintained and reported in accordance with institutional policies, state and federal regulations, and accrediting bodies. The RECORDS MANAGER plays a key role in customer service, technology use, and data management.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Assists in the management of student records including registration, grade processing, transcripts, and degree conferral, as assigned


• Assists with course scheduling processes in collaboration with academic departments.


• Ensures the accuracy and security of student academic records in compliance with FERPA and any other state or federal regulations


• Assists the Registrar in providing training and support for faculty and staff on registration procedures and academic policies.


• Supports the Registrar in maintaining the Student Information System (SIS) and implementing process improvements.


• Assists Registrar on various registration processes, including but not limited to “adds,” “drops,” reinstatements, and withdrawals.


• Assists Registrar with grade reporting and changes, course roster verifications, enrollment certifications, tuition, rebates, and loan certifications


• Assists the Registrar with degree audits and graduation processes, including student communication and diploma issuance, as assigned


• Supervises the maintenance and retention of academic records


• Coordinates Office of Registrar activities for Career & Corporate Training offerings


• Prepares and analyzes reports related to enrollment, academic standing, and course history, as assigned.


• Assists with development and maintenance of information management systems.


• Resolves student issues with professionalism and adherence to policy.


• Represents the Registrar’s Office on college committees and in meetings, as requested and assigned by Registrar.


• Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned.

MINIMUM QUALIFICATIONS:

• Knowledge of FERPA and other relevant laws and regulations.


• Strong attention to detail, organizational, and analytical skills.


• Excellent interpersonal and customer service skills.


• Ability to manage multiple priorities and work independently.


• Proficient in Microsoft Office Suite and data reporting tools.


• Ability to communicate clearly and professionally with diverse populations.

EDUCATION AND EXPERIENCE:

• Associate’s degree in a relevant field required; Bachelor’s degree preferred or combination of education and experience


• Minimum of 2 years of experience in a higher education administrative setting, preferably in Registrar/Processing office


• Experience with student information systems (e.g., Ellucian Banner, Colleague, Jenzabar) preferred.

PHYSICAL REQUIREMENTS:

• Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and address students, their parents, and fellow professionals at appropriate college and regional functions.


• Moderate physical activity. Requires handling of average-weight objects up to 15 pounds; standing, siting and/or walking for brief to long periods.

 DISCLAIMER:

This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor.  Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.

Equal Opportunity Employer 

The West Virginia Higher Education Policy Commission and the Community and Technical College System of West Virginia are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. The Commission and Council provide a collegial and respectful environment that values the contributions all staff.