Student Records Coordinator

Job Description
Department:
Registrar's Office - Staff
Pay Rate Type:
Salary
Employee Type:
Job Summary:Full-Time, Temporary (3-year), Exempt, Administrative Staff Appointment

The Office of the Registrar at Colby College is seeking a student records coordinator. The primary focus of this position will be to provide operational assistance to the Office of the Registrar during the conversion of student records to a new student information system, Workday Student. Responsibilities will include assisting the office to process requests related to the student academic record; transcripts, enrollment and degree certifications, course registration questions, major certifications. This position performs other data entry including curriculum building and revisions, room scheduling and other administrative functions as required. Reporting directly to the registrar, the coordinator will also be cross-trained to provide broad assistance in the office. This is a temporary (3-year) appointment, eligible for benefits. Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

• Coordinate student records for the Office of the Registrar while the College implements a new student information system
• Input system data, including curriculum building, room scheduling, degree audit requirements, catalog maintenance, student demographic data, student registrations, student records, and transfer credits
• Use various system tools and applications to create reports and data sets, maintain the database, and improve the office's presence on the College website
• Assist with course catalogue and curriculum preparation, including classroom assignments
• Assist the registrar with term-specific system updates
• Fulfill data requests from other offices on campus, including working with stakeholders to determine needs, extracting data from the system, and ensuring data accuracy
• Process student inquiries, applications, and registration in information systems
• Maintain student files and ensure confidentiality of information and prepare appropriate progress reports according to FERPA guidelines
• Ensure compliance to all national and state standards, organization policies, and assist to develop and implement effective strategies within the office
• Assist with the evaluation of transfer credits, including study abroad transfer courses
• Ensure data standards and validity
• Identify opportunities to increase efficiency and accuracy of process and implement in collaboration with the registrar
• Track, anticipate, and prepare for upcoming deadlines and events
• Stay informed of current state and federal regulations regarding student records
• Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice.

QUALIFICATIONS :

• Bachelor’s degree or the equivalent in education and experience
• 2-4 years of experience in records administration, or higher education preferred
• Strong analytic and communication skills, to explain processes to technical and non-technical users
• Organizational and time management skills are essential, as is the ability to work effectively both as part of a team and independently
• Professional conduct and appropriate handling of confidential information is required
• Strong analytical and problem-solving skill; change management experience preferred
• Attention to detail and accuracy are critical
• Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals
• Experience with standard Office and Google suite tools
• Preferred experience with Jenzabar CX, Workday, Stellic, or SQL, but not required
• Willingness and flexibility to assist in the development of new business processes

KEY RELATIONSHIPS :

Duties require interactions with faculty, students, and staff. The primary offices that the position will interact with are the Office of the Registrar, Office of the Provost, Dean of Students Division, Information Technology Services, and Office of Institutional Research.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Position requires periodic evening and weekend hours.

CONDITIONS OF EMPLOYMENT :

Successful and satisfactory completion of a background check (including a criminal records check).

TO APPLY :

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Student Records Coordinator - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855