Academic Records Coordinator

Cincinnati State; Cincinnati (OH); On-site; USD 51,000 - 56,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

No waiting periods – benefits from day

Flexible Spending Accounts

Health Savings Account

Short-Term Disability

Life Insurance and AD&D

Supplemental Life Insurance

Pet Insurance

Employee Assistance Plan

Tuition Waiver

Tuition Reimbursement

Free parking

10 paid holidays and generous time off

Job summary

Cincinnati State Technical and Community College seeks a full-time Academic Records Coordinator reporting to the Assistant Registrar. The coordinator will process a variety of essential academic documents related to student enrollment, academic progress, and graduation, supporting the college's student-centered philosophy.

The position requires a Bachelor's degree, clerical experience, and strong MS Office skills; duties include managing records, petitions, graduation lists, and annual

Qualifications

• Bachelor's degree from an accredited college or university.
• 2–3 years general clerical/administrative support experience.
• Strong computer skills including Microsoft Office.
• Strong verbal, written, and organizational skills.

Responsibilities

• Maintain student academic records including reassessment, grade changes, transfers, and post-term processing.
• Process petitions for reassessments, advanced standing, substitutions, waivers, and withdrawals.
• Lead direct customer service and communication to students, faculty, staff, and college community for graduation and records operations.
• Manage the graduation application and distribute lists of potential graduates for review.
• Assist Registrar and Assistant Registrar with Commencement communications, tickets, and venue setup.
• Maintain electronic files, process paperwork, prepare reports, and fulfill information requests.

Skills

Customer service

MS Office

Record management

Excellent communication

Education

Bachelor's degree

Tools

Ellucian Colleague

Imaging software

Reporting software

AI Transcript Data Automation software

Job description

Cincinnati State Technical and Community College seeks a full-time Academic Records Coordinator, reporting to the College's Assistant Registrar. Under general supervision of the Assistant Registrar, the Coordinator will be responsible for processing a variety of essential academic documents related to student enrollment, academic progress, and graduation. The Coordinator’s role is intrinsic to College's student-centered philosophy and commitment to developing human potential, one student at a time.

ESSENTIAL DUTIES:

• Maintenance of various student academic records for Cincinnati State including academic reassessment, grade/transcript change, transfer module, and post term/semester processes
• Process petitions for academic reassessments, advanced standing, course substitutions & waivers, complete program withdrawals, late withdrawals, and student status changes.
• Lead efforts in direct customer service and communication to students, faculty, staff, and college community for all graduation and academic records operations and processes that are responsible with this position
• Manage the graduation application and distribute lists of potential graduates to the divisions for review.
• Assist the Registrar and Assistant Registrar with Commencement communications, tickets, venue setup, etc.
• Maintain electronic files, process paperwork, prepare reports and fulfill information requests
• Daily communicate with staff, administrators, and faculty in Admissions, Advising, Divisional Offices to solve student issues in a timely and effective manner via phone, email, text or in-person
• Cross train in other Registrar area operations
• Assist in direct customer service for general Registrar operations and processes and serve as backup for the customer service line
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• Bachelor's degree from an accredited college or university
• Two to three years’ general clerical/administrative support experience
• Strong computer skills, including a demonstrated ability to learn and incorporate new technologies and Microsoft Office.
• Strong verbal, written, and organizational skills required. Ability to participate and contribute to a cross trained high volume, team focused environment is essential.

PREFERRED QUALIFICATIONS:

• Two to three years demonstrated experience in records management or equivalent
• Customer-service experience with a variety of stakeholders and constituents in a higher education setting.
• Knowledge of academic policies and procedures (e.g., graduation, degree audits, maintenance of general academic records and program curricula, commencement)
• Experience with Student Information Systems, preferably Ellucian Colleague, Microsoft Office Suite, Imaging software, Reporting software, AI Transcript Data Automation software.

DESIRED COMPETENCIES

• Ability to communicate and work effectively among a wide variety of constituents and customers from culturally diverse backgrounds
• Expertise and skill in administrative and compliance procedures/processes
• Ability to represent the department to customers and peers in a positive and professional manner
• Demonstrated strong interpersonal and organizational skills

DETAILS:

Reports To: Assistant Registrar

Position Level: Academic Records Coordinator

Comp. Range: $24.89/hr.

Grade: 19

Status: Full-time

Classification: Non-Exempt

BENEFITS:

• Medical Insurance (PPO- employer covers up to 92% of the premium, HDHP- employer covers 100% of the premium)
• Dental Insurance (employer covers 100% of the premium)
• Vision Insurance
• NO WAITING PERIODS! Medical, Vision and Dental benefits are effective from day one of employment!
• Flexible Spending Accounts and Health Savings Account (employer contributions)
• Short-Term Disability: Offering 60% of your salary.
• Life Insurance and AD&D Insurance (employer paid)
• Supplemental Life Insurance, Critical Illness and Accident: Optional at employee expense
• Pet Insurance
• Employee Assistance Plan for employees, spouse and dependents
• Tuition Waiver for employees, spouse and dependents
• Tuition Reimbursement
• Free parking
• 10 annual paid holidays in addition to generous paid time off options including vacation, sick, personal leave, and winter season days.
• Employees at Cincinnati State qualifies for Public Service Loan Forgiveness

RETIREMENT:

As a Cincinnati State employee, and an employee of an Ohio public institution, you will not contribute to the Federal Social Security system. Instead, our employees will contribute to a State Retirement Plan (SERS or STRS) or an Alternative Retirement Plan (ARP): 403B and/or Deferred Compensation Program 457 Plan.

CINCINNATI STATE IS AN E-VERIFY EMPLOYER:

• If you're hired, you must complete a Form I-9, which verifies your identity and your legal right to work in the U.S.
• You'll need to provide original, acceptable documents—no photocopies—to complete the I-9 process.
• The institution declares that it will educate students by means of free, open, and rigorous intellectual inquiry to seek the truth.
• The institution declares that its duty is to equip students with the opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
• The institution declares its commitment to not requiring, favoring, disfavoring, or prohibiting speech or lawful assembly.
• The institution declares it is committed to create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth, and tolerates the differences in opinion that naturally occur in a public higher education community.
• The institution declares that its duty is to treat all faculty, staff, and students as individuals, to hold them to equal standards, and to provide them equality of opportunity, with regard to those individuals' race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression.