Academic Records Specialist

NC Community Colleges; Raleigh (NC); On-site; USD 42,000 - 62,000; Full time

Job summary

NC Community Colleges is seeking an Executive/Administrative/Managerial Records Office professional in Raleigh, NC. The role involves admissions processing, transcript handling, and managing student records in alignment with FERPA guidelines.

Responsibilities include processing Graduation Applications and Credits for Prior Learning, assisting with events, and collaborating with the Registrar/Director of Records on special projects.

Qualifications

• Requires an Associate’s Degree.
• Two or more years of related experience in a community college or university setting preferred.
• Experience with Colleague by Ellucian or similar student information system.

Responsibilities

• Printing and mailing outgoing transcripts and processing incoming transcripts.
• Evaluating transfer credits and updating student records.
• Processing withdrawals, program changes, address changes, and enrollment verifications.
• Responding to Student Services inquiries by email, phone or in person.
• Scanning documents into Etrieve and ensuring FERPA compliance.

Skills

Higher education experience

Education

Associate’s Degree

Tools

Colleague by Ellucian

Job description

Job Category

Executive/Administrative/Managerial

Application Period

Opens:

Closes: 11/30/2026

Target Start Date

Expected Work Hours

38

Employment Type

Full-Time Staff

Minimum Qualifications

Associate’s Degree

Preferred Qualifications

• Two or more years of related experience in a community college or university setting.
• Experience with Colleague by Ellucian or similar student information system.

Position Description

Job Duties

Records Office Duties

• Printing and mailing outgoing transcripts.
• Process incoming high school transcripts and adding any earned credits.
• Evaluating incoming college transcripts for potential transfer credit.
• Processing withdrawals, program changes, address changes, and enrollment verifications.
• Assisting with data cleanup.
• Processes necessary changes to student records and course information as requested.
• Participating in answering and responding to Student Services email and assisting with student inquiries by phone or in person.
• Scanning documents into Etrieve. Information includes admission applications, high school and college transcripts, placement test and other standardized test information, and other itemsdeemednecessary to create student records.
• Adhere to FERPA guidelines when communicating student record information and communicate FERPA guideline information as needed.
• Assist with division campus-wide events such as graduation, registration events, etc.
• Processing and evaluating Graduation Applications.
• Processing Credit for Prior Learning requests.
• As time permits and other appropriate needs arise, assist the Registrar/Director of Records with various projects.

Admissions Processing

• Assists with the processing of admission applications and maintainingelectronic database records related to enrollment.
• Processes the receipt of curriculum and continuing education admission information and ensures entry of information into electronic student data systems including Colleague for new student records.
• Regularly works with Student Services staff to ensure that student records are accurate, and conducts periodic queries to verify accuracy.
• Assists with the correction of data needed for various admission and/or enrollment reports or as part of Colleague upgrades and maintenance.

Performs other related duties as incidental to the work described herein.