Academic Records Coordinator (SSPC II) #26114

Trident Technical College; Charleston (SC); On-site; USD 42,000 - 56,000; Full time

Job summary

Trident Technical College is seeking a Student Services Program Coordinator II to manage complex grade- and registration-related functions impacting student records. You will collaborate with faculty, staff, and leadership to resolve issues across Registrar's Office, Education, and Finance while ensuring accuracy and compliance.

The role involves coordinating grade audits, registration actions, prerequisite waivers, and data analysis to support tuition and financial aid processing.

Qualifications

• Manage grade-related activities including audits, changes, and GPA calculations.
• Oversee registration-related tasks including late adds, drops, withdrawals, and reinstatements.
• Review transcripts and prerequisites to assess waivers for degree-seeking students.
• Analyze and correct student record discrepancies affecting tuition, financial aid, and registration.
• Develop and deliver training for faculty and staff on grading and registration.
• Serve as SME for Registrar's Office policies and best practices.
• Research system resources to support process improvements and issue resolution.
• Assist with designing policies for registration, grading, and records management.
• Provide customer service via front counter, phone, email; participate in committees and improvements.
• Perform other duties as assigned.

Responsibilities

• Manage all grade-related activities for terms including audits, changes, and GPA calculations.
• Oversee registration-related tasks including late additions, drops, withdrawals, and reinstatements.
• Review academic records and transcripts to evaluate prerequisites and waiver needs.
• Analyze and correct student record discrepancies impacting tuition and financial aid.
• Develop training for faculty and staff on grading and registration processes.
• Serve as SME for Registrar's Office policies and procedures.
• Research system resources to improve efficiency and issue resolution.
• Assist in designing policies for registration, grading, and records management.
• Provide front-line customer service via counter, phone, and email; engage in committees.
• Perform other duties as assigned.

Skills

Customer service

Time management

Interpersonal skills

Analytical thinking

Problem-solving

Communication skills

Independent work

Team collaboration

Education

Bachelor's degree

Master's degree

Tools

Ellucian Colleague

Etrieve

Power BI

Adobe Acrobat

Microsoft Office

Job description

Job Responsibilities

The Student Services Program Coordinator II serves as the Academic Records Coordinator for the Registrar's Office and manages complex grade- and registration-related functions that directly impact student academic records. This position collaborates with faculty, staff, and leadership across Student Services, the Division of Education, and Finance to resolve time-sensitive issues related to registration, grading, billing, residency, financial aid, academic appeals, and student records while ensuring accuracy, compliance, and exceptional customer service.

Key responsibilities include:

• Manage all grade-related activities for academic terms, including grade audits, grade changes, grade reporting for special student populations, academic standing updates, and resolution of grade discrepancies. Advise faculty, staff, and students regarding grading policies, procedures, GPA calculations, grade scales, and related processes.
• Manage registration-related activities, including processing approved late additions, drops, withdrawals, and reinstatements. Resolve registration issues, assess registration status, verify record accuracy, and ensure compliance with institutional procedures.
• Review academic records, transcripts, and supporting documentation to evaluate prerequisite requirements and manage the requisite waiver process for degree-seeking students.
• Analyze and correct student record discrepancies to ensure accurate tuition assessment, financial aid processing, registration activity, and maintenance of academic records.
• Develop and deliver training opportunities for faculty and staff related to grading and registration processes. Serve as a subject matter expert for Registrar's Office policies, procedures, and best practices.
• Research system resources and identify solutions to support efficient operations, process improvements, and effective resolution of complex student record issues.
• Assist with the design, development, implementation, and communication of policies and procedures related to registration, grading, and academic records management.
• Provide customer service support through the front counter, phone, email, and other communication channels. Participate in professional development opportunities, institutional committees, and continuous improvement initiatives.
• Perform other duties as assigned.

Minimum and Additional Requirements

This position requires a bachelor's degree and experience in student services programs.

Preferred Qualifications

• Master's degree in higher education or a related field.
• Knowledge of the goals, mission, and purpose of a Registrar's Office and academic records management functions
• Experience with registration processes, grading activities, academic records, residency determinations, and student information systems.
• Experience using Ellucian Colleague, Etrieve, Power BI, Adobe Acrobat, Microsoft Office, or similar technology.
• Excellent written, verbal, interpersonal, and time management skills.
• Ability to establish and maintain effective working relationships with faculty, administrators, staff, students, parents, and community stakeholders.
• Knowledge of FERPA requirements and the ability to maintain confidentiality and exercise sound judgment when handling sensitive student information.
• Ability to work independently and collaboratively while managing multiple priorities in a fast-paced environment.
• Strong critical thinking, analytical, and problem-solving skills with the ability to make decisions affecting academic records and student outcomes.

Additional Comments

Occasional additional hours during peak registration and as requested by the Associate Registrar, as well as occasional travel for professional development opportunities, may be required.