Part-Time Specialist - Student Records

About the position

The Student Records Specialist is responsible for maintaining the accuracy and confidentiality of student academic records in the Registrar's Office. This role involves managing student information, processing transcript requests, handling enrollment verification, and ensuring compliance with institutional policies and state and federal regulations, including FERPA (Family Educational Rights and Privacy Act). The Records Specialist plays a vital role in maintaining the integrity of academic data and providing excellent customer service to students, faculty, staff, and external agencies.

Responsibilities

• Analyst, maintain, update, and verify the accuracy of student academic records in the college's student information system (SIS).
• Process grade changes, academic program updates, and other changes to student records as requested by students, faculty, or advisors.
• Ensure that academic records are securely stored and archived in accordance with college policy and legal requirements.
• Process student transcript requests, including official and unofficial transcripts, in a timely manner.
• Handle enrollment and degree verification requests from students, employers, and external agencies, ensuring accuracy and compliance with FERPA regulations.
• Work closely with external verification services to provide accurate data when required.
• Provide support during peak registration periods, ensuring that students are registered in compliance with college policies and deadlines.
• Collaborate with advisors and academic departments to ensure that students meet registration requirements.
• Coordinate requisite checking processes to ensure that students meet all requirements before start of term classes.
• Serve as a point of contact for students, faculty, and staff regarding questions about academic records, registration, and other services offered by the Registrar's Office.
• Provide clear and accurate information to students in person, via phone, email, and through online platforms.
• Assist with creating and disseminating materials related to registration, transcripts, graduation, and other student services.
• Regularly audit student records to ensure data integrity and accuracy.
• Assist in preparing reports for internal stakeholders, state and federal reporting, and accreditation purposes.
• Collaborate with IT and other departments to troubleshoot SIS-related issues and improve processes for data management.
• Ensure that all student records and transactions are handled strictly with FERPA and other relevant laws and regulations.
• Safeguard the confidentiality of student information and use discretion when accessing and sharing sensitive data.
• Educate students, faculty, and staff about FERPA policies and procedures.
• Assist in processing applications for graduation, verifying completion of degree requirements, and coordinating the issuance of diplomas.
• Collaborate with the commencement committee to support graduation ceremonies.
• Crosstrain and provide backup within Registrar's office.
• Assist Admissions staff with student account updates.
• Handle difficult or sensitive situations with customers.
• Contribute to and help develop Student Services initiatives and participate in team decision-making.
• Assist with open house, new student registration, commencement, and other Student Success Division activities.

Requirements

• Associate's Degree in Administrative Assistant or related field is required, Bachelor's preferred.
• Two to three years of recent, related work experience working with student records.
• Advanced knowledge of Windows operating systems and MS Office Suite (i.e., spreadsheets, word processing, charting tools, database).
• Extensive knowledge of student records management within a comprehensive student information system such as PeopleSoft or Workday.
• Familiarity with FERPA compliance, academic records, and student record-keeping policies and practices.

Benefits

• Medical, dental, and vision insurance.
• Retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options.
• Paid vacation, sick leave, holidays, bereavement leave, and recess periods.
• Life and disability insurance, with options for additional coverage.
• Flexible schedules or remote work options (for some positions).
• Wellbeing programs.
• Professional development opportunities including training, certifications, and tuition reimbursement.
• Onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, café, printing services, Trilogy Salon & Spa.