Technical Analyst, Student Records

Posting Details

Posting Detail Information

Posting Number S01820 Position Title Technical Analyst, Student Records Internal Position Title Technical Analyst Department Student Records Position Type Staff Job Family Specialist Job Summary
The Technical Analyst, Student Records, under the supervision of the Assistant Director, Student Records Technology, strategically utilizes resources to provide functional, technical, and organizational support to the college. These responsibilities include fostering innovative process redesign and improvement, supporting tech projects and upgrades, and cultivating collaborative relationships with internal and external stakeholders. The Student Records Technical Analyst is also responsible for managing PeopleSoft processes, including the troubleshooting and resolution of technical issues. The Technical Analyst serves as a primary contact to resolve incoming inquiries, problems, and requests and coordinates service to support access and success for students. The Students Records Technical Analyst directly supports the technology processes and functions within the Student Records Office. This position serves to enhance, support, and test the work done by the Business Analyst and the Assistant Director of Student Records Technology.

Required Qualification

1. Bachelor’s degree required.
2. Two years experience in higher education, preferably in student records, admissions, advising or curriculum management
3. Knowledge of technology systems in a student records office
4. Organized and detail-oriented team player with the ability to prioritize, multi-task and work independently while handling confidential information and exercising sound judgement.
   
   
   
   

SKILL REQUIREMENTS :

• Ability to utilize computer technology to access data, maintain records, generate reports and communicate with others. Proficient in Microsoft 365 programs.
• Solid analytical and critical thinking skills, strong attention to detail, and excellent organizational skills. Ability to work independently, manage multiple workloads, and meet deadlines.
• Ability to work in a highly collaborative environment.
• Proven ability to work effectively with individuals and teams from diverse backgrounds and professional responsibilities.
• Excellent oral and written communication skills and strong interpersonal skills.
• Ability to handle all situations with tact, persuasiveness, and diplomacy.
• Commitment to providing excellent customer service.

Desired Qualifications

1. Familiarity with Student Information Systems.
2. Knowledge of higher education policies and procedures related to student records, including FERPA regulations.
3. Previous experience using PeopleSoft Campus Solutions and Perceptive Content preferred.
4. Higher education experience in a community college setting
5. Bilingual Spanish/English

Posting Date 06/26/2022 Closing Date 07/11/2022 Expected Start Date Special Instructions Summary
This position is pending Board approval. Pay Rate $50,837 - $54,000 commensurate with experience Full-Time/Part-Time Full-Time Location Grayslake Total Hours per week 40.00 Work Schedule
May vary based on the needs of the division and may include evenings and weekends. It may regularly coincide or compliment the division office hours.

The functioning hours for the Office of Student Records is typically Monday-Friday 8:00am to 4:30pm. Software Testing Required Excel, MS Word Interview Process Requirements None EEO Statement
The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities. EOE /AA/M/F/D/V Summary of Essential Functions
Product/Data Management & Use (50%)

1. Provides direct technology, analyst, and testing support to SR leadership and BA in the College’s reporting, catalog updates, com gen communications, patch/fix/system upgrades, and all other technology and business processes in the SR department.
2. Acts as the primary support of the functional technical partners for Student Records (SR) leaders, users and IT staff for the area’s products/applications, including but not limited to, PeopleSoft Campus Solutions, Image Now Perceptive Content, Parchment, College Source TES, etc.
   • Assists with SR efforts in data support, configuration, implementation, testing & maintenance
   • Responds to help desk tickets
3. Assists with the testing of product patches and upgrades and schedules department application software upgrades to ensure seamless transition to new products and versions.
   • Troubleshoots, reports and works with Business Analyst to resolve testing issues
4. Provides accurate and timely data in the appropriate format for internal and external reporting.
5. Assists and supports end users in the use of technology to perform desired functions and procedures.
6. Develop and maintain the department manual and update materials as needed. Develop operating procedures and process maps for newly assigned tasks.
7. Draft, communicate, and provide internal and external training on Student Records processes and implement new procedures.
8. Research, analyze, and propose strategic opportunities for Student Records processes and policies. Provide information and guidance to internal and external departments and divisions to coordinate strategic use of resources to support student access and success.
9. Manage assigned special projects related to new technology developments; troubleshoot issues and suggest solutions in partnership with the Business Analyst and Information Technology (IT) department.
10. Administer joint agreement partnerships, including processing requests, developing relationships with participating colleges, and coordinating ICCB reporting with Institutional Effectiveness, Planning & Research ( IEPR ) department.
11. Coordinate and develop content for the Student Records webpages and website. Collaborate with Public Relations (PR) on special updates and projects.
12. Administrate the processing, training, and communication of the data cleanup of duplicate student accounts

Project Management and Business Process Analysis Support (35%)

1. Serves as Project Manager support role on assigned SR projects and assists BA on department projects.
   • Identifies and compiles user requirements, recommends best practices, defines project scope, assesses and recommends vendors when appropriate, completes detailed project design specifications to be used as the guide for implementation
   • Supports project plans and executes according to direction from SR leadership and Business Analyst.
   • Supports and adheres to a communication strategy to keep all stakeholders and project partners abreast of project progress, schedules and leads regular meetings with SR leadership and BA, setting and reviewing project progress, and gathering user feedback along the way.
   • Coordinates user acceptance testing of all new functionality and works directly with SR leadership, the BA, and vendor/IT to resolve issues that arise.
   • Documents use of new functionality and corresponding business practices; coordinates training for key stakeholders under the direction of SR leadership, including students; develops and maintains internal and public-facing reference guides and videos.
   • Regularly supports the testing of newly implemented technology solutions, serving as secondary point of contact for newly encountered issues and regularly checking in with key users for feedback and potential enhancements.
2. Configure setups and manage Student Records processes to maintain data integrity and functional operations, such as grade roster generation, grade posting, student groups batch assignment, batch service indicators/holds assignment and release, and PeopleSoft email communications.
3. Query and analyze data to validate, make updates, resolve issues, and maintain data integrity related to address changes, residency updates, grade roster error checks, program change errors, and others as assigned.
4. Investigate and resolve PeopleSoft issues that arise related to student records, grade rosters, and batch processes. Identify and troubleshoot functional issues impacting day-to-day operations and data integrity. Examine and analyze the broad context for specific problems and suggest alternative solutions.
5. Utilize test environments to investigate and resolve issues and to support scheduled updates and new implementations.
6. Develop and maintain functional operating procedures for assigned tasks. Develop and maintain process schedule for the department, adding new processes as needed (posting grade rosters, creating grade rosters, adding groups, etc.).
7. Assist Business Analyst and Assistant Director of Student Records Technology in data setups and changes, testing, and future technology implementations (maintain all setup tables related to changes in academic programs, plans, subplans for electronic forms, request to graduate, etc.)
8. Assist with compiling and submitting National Student Clearinghouse enrollment and degree verification reports. Complete error resolutions and coordinate with Business Analyst to ensure reporting is accurate.
9. Verify that requests are valid and meet college policy and security requirements.

Other duties (15%)
Serve as Student Records contact for students regarding joint agreements, duplicate IDs, username changes, alias name changes and enrollment and grade change issues. Act as a liaison on behalf of the student among the academic divisions and other departments.

1. Develop and maintain positive, professional relationships with students, community members, staff, and faculty.
2. Answer questions and resolve issues for Academic Success Advisors ( ASA ) and College and Career Navigators ( CCN ) regarding program change questions and issues supporting student access and success.
3. Coordinate with Financial Aid (FA) and the academic divisions to prevent bottlenecks in section switch processing, class permissions, access to Canvas, etc.
4. Provide internal and external stakeholders information regarding Student Records processes, including enrollment processes, grades, verifications, and joint agreements.
5. Maintain confidentiality and compliance with FERPA when handling confidential student information.
   
   

Posting Specific Questions - supplemental questions

Required fields are indicated with an asterisk (*).

1. * Do you have a Bachelor’s degree or higher?
   • Yes
   • No
2. * Do you have a minimum of two years’ experience in higher education, preferably in student records, admissions, advising or curriculum management?
   • Yes
   • No
3. * Do you have knowledge of technology systems in a student records office?
   • Yes
   • No
4. * Are you familiar with any Student Information Systems?
   • Yes
   • No
5. * Do you have have knowledge of higher education policies and procedures related to student records, including FERPA regulations?
   • Yes
   • No
6. * Do you have previous experience using PeopleSoft Campus Solutions and Perceptive Content?
   • Yes
   • No
7. * Do you have higher education experience in a community college setting?
   • Yes
   • No
8. * Are you bilingual proficient in English and Spanish?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter
3. Unofficial Transcript 1

Optional Documents