Compliance Coordinator for Student Records

General Statement of Job

The Compliance Coordinator for Student Records will be responsible for federal enrollment and degree reporting using the National Student Clearinghouse (NSC) third party vendor. The coordinator is primarily responsible for managing the Missouri Reverse Transfer program. The coordinator maintains a registry archive of documents on behalf of the university, and serves as backup for the Records and Administrative Assistant.

Specific Duties and Responsibilities

Essential Duties:

Primarily responsible for accurate enrollment reporting through monthly submission to the NSC following federal mandates.

Primarily responsible for accurate degree reporting through the National Student Clearinghouse according to federal mandates.

Processes graduation checklists, communicates with advisors and students regarding unsatisfied requirements during conferring period, posts earned degrees on transcripts, and addresses graduate inquiries.

Coordinates the process of diploma issuance through our third-party vendor and addresses any graduate inquiries related to diplomas receipt.

Addresses Degree Verify inquiries.

Works with the appropriate staff in the Financial Aid and Bursar’s offices in addressing annual audit inquiries related to enrollment and graduate reports submitted to the federal government through the NSC

Monitors withdrawals, reenrollments, and consortium enrollments in compliance with federal mandates.

Updates the appropriate Student Information Systems (SIS) forms for accurate reporting.

Required to stay abreast of changes to federal Title IV and NSC reporting requirements.

Participates in commencement planning by providing graduate names for commencement programs; assists in proofing programs, serves on the Commencement planning committee, and participates in the commencement event.

Coordinates the Missouri Reverse Transfer program as directed by Missouri Department of Higher Education and Workforce Development (MDHEWD), by enrolling students in the program, communicating program requirements and processes, and providing necessary transcripts and information with the degree awarding Community Colleges.

Serves as the expert on Alternative Credits documentation; monitors, processes and posts alternative, study abroad, and departmental exam credits. Updates both the College Board and related MSSU websites.

Assists with transcript request verification and processing.

Monitors and processes change of grade submissions, change of grades from Incomplete/In-progress to F grades, late submission of dual credit grades.

Processes and communicates academic probation, suspension, and dismissal notifications, and mid-term at-risk reporting to advisors.

Updates the appropriate student records on deceased students.

Prepares and provides confidential correspondence, reports, and other complex documents pertaining to records requests in compliance with FERPA.

Assists with updating student records, such as name changes, and major/minor/certificate changes.

Maintains registry archive of documents such as schedule books, catalogs, Commencement programs, grade rosters, etc.

Maintains and addresses major abnormalities housekeeping report and advisor assignment.

Serves as back-up for the Records and Administrative Assistant position.

Stays abreast of changing institutional information including admissions requirements, new programs, course changes, deadlines, important dates, costs, expanding facilities, updates in college-wide initiatives, transfer requirements, enrollment, and state and federal mandates and communicates these to students and staff.

Maintains professional competency through self-directed professional reading and professional development activities, including memberships in professional organizations, participation in appropriate listservs, attendance at conferences, workshops, and/or training required by the supervisor.

Works independently and collaboratively as a departmental and institutional team member in meeting departmental and institutional goals and mission.

Contributes to the overall success of the department by performing all other duties and responsibilities as assigned.

Education, Experience, and Licenses

Bachelor’s degree required or Associate degree with combination of one year of higher education experience where knowledge of federal, state, and higher education policies and procedures have been gained.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Proficient in database manipulation and reporting to external bodies such as the National Student Clearing House.

• Strong oral and written communication skills required.

• Ability to read, comprehend, interpret and apply technical instructions/manuals, federal eligibility manuals, and correspondence.

• Ability to work in a fast-paced environment.

• Ability to effectively present information in one-on-one and small group situations to auditors, students, faculty, staff and members of the public.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

• The job requires strong accuracy and data integrity levels.

• Ability to define problems, collect data, establish facts and draw valid conclusions using strong critical thinking skills.

• Ability to present facts to faculty for departmental response.

• Ability to deal with a variety of information presented in oral or written formats.

• Ability to deal with non-verbal behavior in assisting with problem resolution.

• Strong organizational skills required.

• Ability to effectively communicate orally (in person and by telephone) and in writing.

• Proficient with the full Microsoft Office suite, email, internet searches, etc.

• Ability to use (or quickly learn), Student Data and other software systems.

• Ability to multi-task yet maintain close attention to detail and accuracy and timeliness of work production.

• Ability to maintain highest level of confidentiality.

• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.