Student Services Specialist - Communications and Transcripts

Student Services Specialist - Communications and Transcripts

Please see Special Instructions for more details.

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more:

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna – State Health Benefits of North Carolina
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.

Classification Information

Position/Classification Title

Position/Classification Title Student Services Specialist

Classification Type

Classification Type SHRA

Position required to work during periods of adverse weather or other emergencies:

Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory

Bachelor’s degree; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Preferred Years Experience, Skills, Training, Education

• Higher Education Experience: Background in higher education administration, with specific experience in registrar or student services.
• Technology Savvy: Experience with transcript management systems, National Student Clearing house ( NSCH ) and other digital platforms.
• Multilingual Abilities: Proficiency in a second language, especially Spanish, to support a diverse student body.
• Communication: Exceptional written and verbal skills, with experience in creating content for various audiences.
• Technical Proficiency: Skilled in Microsoft Office Suite, database management, and experience with student information systems (such as Banner, PeopleSoft, or similar). Web content management.
• Regulatory Knowledge: Understanding of FERPA and other compliance standards related to student information and records.
• Analytical Skills: Ability to interpret data and assess communication impact, with experience using communication and reporting tools (e.g., Google Analytics, CRM systems).
• Problem-Solving and Adaptability: Demonstrated ability to resolve issues and adapt to changing priorities in a fast-paced environment.

Required License or Certification

Position Overview

Primary Purpose of Position

The Student Services Specialist within the Office of the University Registrar plays a critical role in supporting student success and operational efficiency. This role is responsible for managing strategic communication efforts, processing and managing transcript and record requests, and providing outstanding service to students, alumni, faculty, and external stakeholders. The specialist will ensure that communications from the Office of the Registrar are clear, timely, and informative, aligning with the university’s standards and goals. In addition, the position requires detailed oversight of transcript processing, record accuracy, and enrollment verification, supporting a seamless experience for all involved.

Primary Function of Organizational Unit

The Office of the Registrar provide support services to students, faculty, and staff in an efficient and timely manner. Responsibilities and activities in these support services include registration of students, certification of enrollment status, withdrawal of students from classes, processing official transcript requests, maintaining, academic records, repeated courses, processing applications for graduation, maintenance of demographic data and scheduling of courses.

Work Hours

Work Hours 8:00 AM - 5:00 PM; Monday - Friday

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies. On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

Key Responsibilities and Related Competencies

Required Competency

Duties

• Strategy Development: Design and implement communication plans aligned with academic deadlines, key milestones, and policy updates, ensuring that all messaging is consistent and informative.
• Content Creation: Craft email templates, newsletters, website content, FAQs, and social media posts to communicate essential information on registration, add/drop deadlines, academic policies, graduation requirements, and transcript services.
• Stakeholder Engagement: Build and maintain relationships with university departments, student groups, and faculty to address questions and ensure consistent messaging across various platforms.
• Crisis Communication: Support crisis and urgent communication needs, ensuring all messaging remains clear, sensitive, and compliant with university guidelines.
• Data Analysis: Use analytics to assess the impact of communication campaigns, monitor open and response rates, and make data-driven adjustments to improve future communication strategies.

Required Competency

Required Competency Data/Information/Records Management

Duties

• Data Integrity: Maintain the integrity of student records, ensuring accuracy, consistency, and proper documentation.
• Updates and Corrections: Handle requests for record changes, including name changes, grade modifications, and course adjustments, ensuring all changes follow proper authorization processes.
• Record Retention: Adhere to university record retention policies, securely storing and disposing of records in compliance with institutional and legal guidelines.
• Auditing: Conduct regular audits of student records to ensure accuracy, completeness, and compliance with university and regulatory standards.

Required Competency

Required Competency Business and Records Administration

Duties

• Registration and Records Support: Assist during registration periods, ensuring all processes and communications are aligned and well-executed.
• Graduation Certification: Support the verification of graduation eligibility, assisting with the certification process and ensuring all requirements are met.
• Data Reporting: Generate reports on transcript processing, enrollment verification, and communication metrics to support data-informed decisions in the registrar’s office.
• Process Improvement: Participate in continuous improvement efforts by evaluating office workflows and suggesting adjustments for increased efficiency and effectiveness.

Position Information

Working Title

Working Title Student Services Specialist - Communications and Transcripts

Competency Level Journey

Position Number

Position Number 000340

Recruitment Range

Recruitment Range $40,048-$45,000

FLSA

FLSA Non-Exempt

Appointment Type

Appointment Type Permanent - Full-time

FTE

FTE 40 hours/week, 12 months

Organizational Division

Organizational Division University Registrar

Organizational Location

Organizational Location Provost/VC for Acad Aff

Organizational Unit

Organizational Unit Assoc Registrar for Technology Services

Posting Number

Posting Number SHRA2899

Open Date

Open Date 05/01/2025

Close Date

Close Date 05/15/2025

Special Instructions to Applicant

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more:

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna – State Health Benefits of North Carolina
• NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System ( TSERS )
• Optional Supplemental Plans – 401k, 403b, 457b and 457
• Employee Assistance Program ( EAP )
• Campus Recreation Center Discount
• University Bookstore Discount

This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.

Required fields are indicated with an asterisk (*).

• Do you have experience with the Ellucian/Banner system? If yes, please indicate the module(s) for which you have experience
  • Yes
  • No
• Please indicate your proficiency in Banner Student Module.
  • None
  • Some
  • Moderate
  • Skilled
• Please indicate where you learned of this employment opportunity:
  • Association of Public Land-Grant Universities
  • Chronicle of Higher Education
  • HigherEdJobs
  • Indeed.com
  • International Association of Business Communicators
  • LinkedIn
  • National Association of Black Journalists
  • University of North Carolina System Listings
  • North Carolina A&T State University's website
• If you indicated you learned of this employment opportunity from an “Other” source please advise where you learned of the position:

  (Open Ended Question)

Required Documents

• Cover Letter
• Resume
Optional Documents
• Letter of Reference 1
• Letter of Reference 2
• Letter of Reference 3
• Certificate of Release or Discharge from Active Duty (DD-214)
• Other Document
• Bachelor's Degree - Copy of transcripts

Contact Division of Human Resources
Phone: (336) 334-7862
Fax: (336) 285-2799
Email: hr@ncat.edu