Records Office Coordinator

Schoolcraft College; Livonia (MI); On-site; USD 29,000 - 45,000; Full time

Job summary

Schoolcraft College is seeking a Records Office Coordinator to provide exceptional service while managing student records and transcripts. This role coordinates the transcript process, supports enrollment verification initiatives, and ensures privacy compliance across systems.

The position requires meticulous organizational skills, strong communication, and the ability to work with diverse campus teams to maintain accurate data in FEITH, Colleague, and CRM workflows.

Qualifications

• Bachelor's degree required in a related field.
• At least 2 years of related work experience.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Proficiency with database systems and CRM platforms.
• Knowledge of privacy regulations related to student records.
• Ability to collaborate with diverse teams and departments.

Responsibilities

• Manage FEITH system across Records Office and coordinate campus document scanning.
• Coordinate the transcript process, evaluate incoming transcripts, and process outgoing requests.
• Assist in managing Element451 CRM by creating workflows, forms, and communications.
• Maintain course and program information on internal/external databases (MiTransfer Network, Colleague).
• Provide customer service to students and departments with accurate, timely communications.
• Contribute to Records Office strategic planning to improve graduation and completion rates.
• Help ensure compliance with state and federal regulations affecting records and processes.
• Assist with graduation processes, diploma distributions, and honors designations.
• Collaborate with departments to identify and resolve duplicate records.
• Assist with grade changes, incomplete grades, program changes, and articulation credits.
• Perform other duties as assigned to support Records Office objectives.

Skills

Attention to detail

Communication

Interpersonal skills

Collaborative work

Two years of related work experience

Privacy regulations knowledge

Education

Bachelor's degree in a related field

Tools

Database systems

CRM platforms

Job description

Job Summary

The Records Office Coordinator is responsible for providing exceptional customer service and efficiently managing student records and transcripts. This role involves coordinating the transcript process, managing software systems, ensuring compliance with privacy regulations, and supporting various student information and enrollment verification initiatives. Schoolcraft is a comprehensive, open-door, community-based college. The mission of the College is to provide a transformational learning experience designed to increase the capacity of individuals and groups to achieve intellectual, social, and economic goals.

Required Qualifications

• Bachelor's degree in a related field.
• Two (2) years of related work experience.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Proficiency in using database systems and software, including CRM platforms.
• Knowledge of privacy regulations related to student records.
• Ability to work collaboratively with diverse teams and departments.

Preferred Qualifications

• Experience working in higher education.

Physical Demands

Schoolcraft College is an AA/EEO Employer.

• Writing Skills: Ability to write reports, business correspondence, and procedure manuals.
• Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations.
• Communication Skills: Ability to effectively present information and respond to questions from prospective and current employees, and groups of managers.
• Mathematical Skills: Ability to add, subtract, multiply, and divide with all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of instructions furnished in written, oral, diagram, or schedule form.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Office Environment: This role may involve being in a stationary position in front of a computer, using a keyboard, mouse (or applicable equipment) and telephone. Communicating and exchanging information with individuals electronically or in person. This role may also involve standing and walking for periods of time, and the use of hands and moving objects on occasion, of up to 10 lbs.
• Noise Level: The noise level in the work environment is usually moderate.

Work Hours

40 hours/week

Salary

Pay range is $21.13-33.02 per hour

Job Duties

• Job Duty 1: Manage and oversee the use of the FEITH system for the Records Office, scanning and indexing documents, facilitating its use across campus for document scanning, and coordinating with administrative systems for software functionality and updates. Essential Duty? Yes
• Job Duty 2: Assist in coordinating the transcript process, evaluating incoming college transcripts, processing outgoing transcript requests efficiently, and assist with transcribing non-college or prior learning credit from various sources (AP credit, CLEP, etc.). Essential Duty? Yes
• Job Duty 3: Assist in managing the CRM software Element451 by creating workflows, forms, and student communications with the goal of improving and streamlining processes. Essential Duty? Yes
• Job Duty 4: Assist in maintaining accurate course and program information on internal and external databases such as the MiTransfer Network website and the Student Information System (Colleague). Essential Duty? Yes
• Job Duty 5: Provide customer service to students, internal departments, and external organizations, ensuring accuracy and timeliness in all communications and services. Essential Duty? Yes
• Job Duty 6: Contribute to the Records Office Strategic Planning initiatives to improve graduation and completion rates. Essential Duty? Yes
• Job Duty 7: Assist with ensuring compliance with state and federal regulations such as state-licensed programs, assisting with communications and process changes as required. Essential Duty? Yes
• Job Duty 8: Assist with graduation processes, including diploma distributions, manage the Michigan Transfer Agreement, and oversee honors designations. Essential Duty? Yes
• Job Duty 9: Collaborate with various departments to identify and resolve duplicate records. Essential Duty? Yes
• Job Duty 10: Assist with grade change requests, managing incomplete grades, program change requests, high school articulation credit, PPL appeals, and PPL grade entry. Essential Duty? Yes
• Job Duty 11: Perform other duties as assigned to support the overall objectives of the Records Office. Essential Duty? Yes