Coordinator, Registration, Reporting & Compliance

Asheville-Buncombe Technical Community College; Asheville, Northern (NC, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Asheville-Buncombe Technical Community College is seeking a detail-oriented Records & Documentation Specialist for Economic & Workforce Development and Continuing Education. The role focuses on collecting, reviewing, and organizing course documentation, preparing FTE reports, and ensuring compliance with state policies.

Responsibilities include maintaining filing systems, processing documentation in Colleague, and training staff.

Qualifications

• Associate degree required; three years of office/clerical experience.
• Experience with records management, reporting, and program compliance.
• At least two years of computer processing work experience.

Responsibilities

• Maintain current filing system for Economic & Workforce Development and Continuing Education.
• Process and maintain documentation for classes scheduled through the programs using Colleague.
• Serve as internal audit point for Continuing Education documentation.
• Provide training for staff as needed.
• Prepare Continuing Education FTE and certification reports and ensure on-time submission per state policies.

Skills

Records management

Reporting

Office administration

Colleague data system

Payroll backup

Training staff

Education

Associate degree

Associate degree in Office Systems Technology or Business Administration

Tools

Ellucian Colleague

Job description

Position Title

Position Type

Position Type Full Time Regular

Annual Schedule

Annual Schedule 12 months

Expected Work Schedule

Expected Work Schedule Standard

Anticipated Days

Anticipated Days Monday - Friday

Anticipated Hours

Anticipated Hours 8:00 a.m. - 5:00 p.m.

Anticipated Hours per Week

Anticipated Hours per Week 40

Work Location

Work Location

Job Description Summary

Collect, review, and maintain documentation for courses offered through Economic & Workforce Development / Continuing Education; Insure all course documentation is filed in an organized manner and is accurate and easily accessible to administrative staff and state auditors; Work with Coordinator, Records/Registration in accurately preparing Continuing Education FTE reports and ensure that these reports are submitted on time in accordance with the state mandated policies and procedures; Provide course statistical data as requested. Assist with Con Ed registrations and student as necessary.

Duties

• Reviews and maintains a current filing system for Economic & Workforce Development and Continuing Education.
• Processes and maintains documentation necessary for all classes scheduled through Economic & Workforce Development and Continuing Education using the College's data management system, Colleague.
• Serves as internal audit point for all Continuing Education documentation.
• Provides training on a regular and as needed basis for new and existing staff.
• Works with the Associate Vice President, Workforce Operations & Registrar in preparing Continuing Education FTE and certification reports and ensures that these reports are submitted on time in accordance with the state mandated policies and procedures.
• Establishes and maintains oral and written communication with all Continuing Education coordinators/directors regarding program changes and state regulations.
• Establishes and maintains an effective system of monitoring the status of class documentation and disseminating information to all Continuing Education coordinators/directors.
• Grades and records hours in Colleague for attendance sheets.
• Collects and files all payment statements for classes.
• Updates refund file when student refunds are requested.
• Deletes students from classes when refunds are requested.
• Serves as back-up for submitting payroll for Occupational Training and Workforce Development.
• Supports the registration efforts of the team as needed and acts as back up for the Coordinator, Records & Registration as needed or in their absence.
• Contributes to the College Vision, Mission, Values, and RISE statement.
• Performs other duties as assigned.

Minimum Requirements (Applicant must meet all of the minimum requirements)

• Must have a minimum of an Associate's degree;
• Must have a minimum of three years of full-time or equivalent experience working in an office, clerical or similar position;
• Must have experience with records management, reporting, and related program compliance;
• Must have at least two years of full-time or equivalent computer processing work experience.

Preferred Qualifications

• Associate degree in Office Systems Technology or Business Administration or related field.
• Experience with Ellucian Colleague data management systems.
• Experience with North Carolina Community College Continuing Education compliance standards and course documentation.
• Proficiency in a foreign language such as Spanish, an East Slavic language, and/or American Sign Language.

Why Should I Work at A-B Tech?

A-B Tech is nestled in the mountains of Western North Carolina and has served as the region’s