Records Specialist

Classification

Regular

Minimum Pay

$22.70

Compensation will be commensurate with the level of the position, education, and experience.

JOB DESCRIPTION SUMMARY

The Records Specialist is a member of the Registrar's team that is responsible for providing and delivering excellence in services. This position is responsible for the production and implementation of Registrar activities to include the initial audit of graduation applications, processing all Registrar's office grade and degree forms, printing diplomas and assisting with other duties as assigned.

ESSENTIAL POSITION FUNCTIONS:

• Reviews and maintains the graduation application process to include but not limited to: analyzing student record and program plan to determine met requirements, grade points, credit accumulation, and other graduation application requirements; review graduation information to approve or deny eligibility; confirmation of degrees; and assists with Graduation Database issues.

• Processes CRI notification and correspondence letters/postcards to students regarding transfer credits.

• Processes all Registrar's office grade and degree forms, including work experience and academic certification results.

• Assists with annual graduation ceremony.

• Maintains graduation supplies related to the diplomas.

• Prints college graduation degrees, certificates and diplomas.

• Works in collaboration with internal departments to resolve student record related concerns. 

• Works with internal and external stakeholders in relation to MCC’s enrollment reporting.

• Assists with the creation of degree audits for catalog rollover.

• Assists with department website updates.

• Maintains a current procedural manual on position.

• Processes written correspondence.

• Answers multi-line telephone and direct calls to appropriate staff.

• Greets customers and directs them to appropriate resources.

• Attend work activities or programs as scheduled or assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of College policies and procedures related to student records, including the retention schedule.

• Excellent typing skills, knowledge of computer applications including how to research on the internet and the ability to use Microsoft Office software and SharePoint with a high level of proficiency.

• Knowledge of Ellucian’ s Colleague system.

• Knowledge of College programs and services.

• Knowledge and compliance of FERPA regulations.

• Planning and organizational skills with attention to detail, able to analyze situations accurately, possess good decision-making skills and be a self-directed worker with minimal supervision.

• Ability to initiate projects and follow through to completion.

• Ability to maintain a wide range of confidential information.

• Communications skills both written and oral, including excellent spelling, grammar and editing in business communication.

• Ability to maintain professionalism, patience and understanding in stressful situations, and to demonstrate cooperation and professionalism with students, faculty, College staff and the general public.

• Troubleshooting and problem-solving skills.

• Ability to work with a variety of clients.

• Ability to manage and prioritize multiple tasks.

• Ability to work well in a team-oriented environment.

• Ability to pay close attention to detail and maintain accurate records.

• Ability to use office equipment including computer, copier, and fax machine.

• Ability to effectively work and interact with various cultures and ethnicities.

MINIMUM QUALIFICATIONS FOR EDUCATION AND EXPERIENCE:

• Associate’s Degree.
• Three years of full-time work-related experience in a Records office, preferably at a post-secondary institution.
• Equivalent combination of education and/or work experience will be considered.
• Knowledge of Microsoft Office and SharePoint software required.
• Must pass background check.

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. Metropolitan Community College recognizes that an individual with a disability may require an accommodation to enable the candidate to successfully perform a job function. Consideration will be given to reasonable accommodations.