Academic Records Coordinator (SSPC II) #26114

State of South Carolina; South Carolina; On-site; USD 55,000 - 75,000; Full time

Job summary

The State of South Carolina is seeking a Student Services Program Coordinator II in the Registrar's Office to manage complex grade- and registration-related functions affecting student records. You will collaborate with faculty, staff, and leadership across Student Services, the Division of Education, and Finance to resolve time-sensitive issues while ensuring accuracy and compliance.

Responsibilities include grading and registration processing, records reviews, and training for faculty and

Qualifications

• Bachelor's degree required; Master's preferred in higher education or related field.
• Knowledge of FERPA requirements and confidentiality.
• Experience with registration processes, grading activities, and student records.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Manage all grade-related activities for academic terms, including audits and reporting.
• Process registration actions such as late adds, drops, withdrawals, and reinstatements.
• Review transcripts to evaluate prerequisites and manage waivers for degree seekers.
• Analyze and correct student record discrepancies affecting tuition, aid, and records.
• Develop and deliver training on grading and registration policies and procedures.
• Serve as SME for Registrar's Office policies and best practices.
• Provide customer service support via front counter, phone, email, and other channels.

Skills

Communication

Analytical thinking

Customer service

Time management

Education

Bachelor's degree

Master's degree

Tools

Ellucian Colleague

Etrieve

Power BI

Adobe Acrobat

Microsoft Office

Job description

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.

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

• 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.

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.