Records Associate III

Henry Ford College (MI); Dearborn (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

Henry Ford College invites applications for a Records Associate III to support scheduling, graduation processes, and degree evaluations. You will handle transfer credits, subpoenas, and enrollment verifications while assisting students and staff with registration and records questions.

The role requires familiarity with student information systems, FERPA policies, and strong Microsoft Office proficiency. A willingness to engage in on-campus duties and events is expected.

Qualifications

• Earned associate degree or higher from a regionally accredited institution or equivalent combination of education and experience.
• One year experience in higher education, ideally in records and registration or enrollment services.

Responsibilities

• Support scheduling, graduation and commencement processes, degree evaluations, transfer credit entry and evaluation.
• Build historical academic records and handle change of program updates and course substitutions.
• Assist with enrollment verification, subpoena responses, and FERPA compliance.
• Provide accurate, timely responses to student and staff inquiries via email, chat, and phone.

Skills

Customer service

Multitasking

Communication

Attention to detail

Teamwork

Time management

Education

Associate degree or higher

Tools

Microsoft Office

Excel

Word

Job description

Henry Ford College presents an opportunity for a Records Associate III

The Records Associate III position supports all academic and non-credit course scheduling, graduation and commencement processes, evaluation of degree requirements, transfer credit entry and evaluation, search and build historical academic records, change of program updates, course substitutions, enrollment and degree verification, and subpoena responses. The Records Associate III will work with various technical systems to ensure the timely and accurate processing of student information. The Records Associate III will assist students and college staff with registration and records related questions while maintaining higher education policies and procedures which include the Family Educational Rights to Privacy Act (FERPA). Duties include but are not limited to grading policies, repeats, drops, withdrawals, duplicate course, and transfer articulation agreements.

• Earned associate degree or higher from a regionally accredited institution of higher education or a combination of education and education may be considered.
• One year experience in higher education, ideally in records and registration or enrollment services.

The most successful candidate will have a career and education that reflects the following competencies. Additionally, essential duties include but are not limited to:

• Customer Experience- Anticipates and meets the needs of both internal and external customers including students, staff, and the community. Delivers high-quality services; is committed to continuous improvement.
  • Ability to multi-task and demonstrate capability to handle large number of requests, process a variety of forms, respond to emails, chats, and phone calls simultaneously with accuracy and efficiency.
  • Ability to work effectively and collaboratively with team members during busy and peak processing times, demonstrating professionalism, positive attitude, accuracy, and knowledgeable written and oral communication skills.
  • Ability to provide accurate and timely responses to incoming emails, phone calls, and chats.
  • Ability to process student requests including, enrollment and degree verification, change of program, course substitutions, subpoenas, evaluate and enter transfer credit.
  • Ability to provide support to students, staff, and instructors in completing a variety of registration and records related questions.
• Technical Credibility- Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise.
  • Recent experience in higher education specifically in records and registration interpreting and analyzing degree audit and transfer credit, enrollment and degree verification, subpoena processing and student services functions needed to assist students, faculty, and staff.
  • Experience in a student information system such as Colleague, Banner, or PeopleSoft.
  • Ability to understand and follow higher education policies and procedures including the Family Educational Rights to Privacy Act (FERPA), as well as all other confidentiality related best practices.
• Partnering- Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
  • Ability to support all HFC team members in student service efforts and processes.
  • Ability to support and attend on-campus events as-needed basis.
  • Ability to attend regularly scheduled meetings, workshops, and other training sessions, as directed by the supervisor.
• Flexibility- Is open to change and new information; rapidly adapts to new information, changing conditions, or unexpected obstacles, particularly in terms of students and other stakeholders.
  • Performance of other duties as assigned.

Additional Unique Competencies:

• Interpersonal Skills - Treats students, staff, faculty, and the community with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.
• Decisiveness - Makes well-informed, effective, and timely decisions, even when data are limited, or solutions produce suboptimal consequences; perceives the impact and implications of decisions on all college stakeholders.
• Problem Solving - Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
• External Awareness - Understands and keeps up to date on local, national, and international policies and trends that affect higher education and shape stakeholders' views; and how the College impacts the community.
• Accountability - Is accountable for measurable, high-quality, timely, and cost-effective results. Determines objectives and sets priorities. Accepts responsibility for mistakes and seeks to improve. Complies with established control systems and rules for data integrity.

Candidates must demonstrate :

• Customer service excellence to enhance customer/student satisfaction.
• Analytical skills with the ability to assess student situations and make decisions related to student problems with minimal consultation from managers or directors required.
• Proficiency in Microsoft Office, particularly MS Word and Excel.
• The ability to handle confidential records with the required caution and professionalism.
• The ability to communicate effectively, both orally and in writing.
• The ability to work autonomously in managing multiple tasks and meeting deadlines.
• Flexibility and adaptability in a rapidly changing, high stress environment and work well under pressure.
• The ability and desire to provide excellent customer service to students and the college community.
• The ability to learn and be trained in and adapt to new technology.
• The ability to work effectively both autonomously and in a team setting.
• Personable, energetic customer service centered performance.
• Proficiency in Microsoft Office 365 including Excel, Word, Outlook, and Teams; proofreading documentation, and spelling/grammar.

• Serves as a liaison between the Registration and Records Office, Admissions, Enrollment Services, Financial Aid, and the Counseling/Advising Office as it relates to all functions of degree audit, transfer credit evaluation, program changes, enrollment verification, subpoena requirements, catalog, scheduling functions, and communicating policies.
• Serves as a liaison to outside constituents, such as four-year institutions and business/industry as it relates to student degree status, transfer credit, program changes, and enrollment and degree verification.
• Process incoming requests received electronically (via workflow queue, email, fax, etc.) and direct mail for document imaging and evaluation to complete the student processing.
• Research and troubleshoot request issues and provide recommendations to supervisor for resolution.
• Other duties as assigned.

While we have attempted to capture the core functional responsibilities in the role, the statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Therefore, performing additional job-related duties not listed above may be required as assigned.