Records Specialist

Texas-State-Technical-College; Harlingen (TX); On-site; USD 40,000 - 58,000; Full time

Job summary

Texas State Technical College (TSTC) seeks a Records Specialist to join the Registrar's Office. You will verify document authenticity and manage student records for admissions and enrollment, ensuring compliance with state and federal guidelines.

You will collaborate with multiple departments statewide to maintain accurate records and advise on residency reclassification, transcripts, and degree verifications.

Qualifications

• Associate's Degree required; Bachelor's preferred.
• 1-3 years of experience in student records management or higher education.
• Experience in records management and enrollment processes is a plus.

Responsibilities

• Demonstrate core values with stakeholders and students.
• Provide specialized support for student records (transcripts, enrollment verifications).
• Verify document authenticity per state and federal guidelines.
• Identify and resolve routine discrepancies in student records.
• Collaborate with departments statewide to ensure compliant record practices.
• Utilize online applications to verify and update academic records.
• Offer guidance on residency evidence for domicile and reclassification.

Skills

Records management

Document verification

Issue resolution

Collaboration

Online applications

Subject matter expertise

Residency requirements

Education

Associate's Degree

Bachelor's degree preferred

Job description

Are you someone who strives for excellence, values accountability, provides the best service, all while reflecting unwavering integrity? Our talented team members across the state follow the behaviors, beliefs and outcomes of these core values to ensure that our vision is met.

If you're ready to join the TSTC family and make great memories.

Job Description

The Records Specialist plays a pivotal role in the centralized processing center of the Registrar's Office, specializing in student records for admissions and enrollment processes. They apply expertise in verifying document authenticity according to state and federal guidelines, ensuring compliance with institutional standards. Additionally, they collaborate with various departments to maintain accurate academic records and provide guidance on residency reclassification requirements.

Essential Functions

• Core Values Demonstration: Demonstrate TSTC Core values of Excellence, Accountability, Service and Integrity with internal and external stakeholders, customers, students and members of the community.
• Specialized Assistance: Provide specialized support for student records, serving as a subject matter expert in areas such as transcript printing, Continuing Education registration, Dual Enrollment, Enrollment Verifications, and Degree Verify requests.
• Document Authenticity: Apply specialized knowledge to verify the authenticity of documents according to state and federal guidelines.
• Issue Resolution: Identify and resolve routine discrepancies in student records, escalating complex matters to senior colleagues for resolution.
• Records Management: Facilitate the management of student records to maintain compliance with state, federal, and institutional standards, making necessary adjustments as required.
• Collaboration: Partner with departments statewide to ensure adherence to and implementation of appropriate protocols related to student records.
• Online Applications: Utilize various online applications to verify and maintain the accuracy of academic records efficiently.
• Residency Requirements: Provide guidance on acceptable forms of evidence to establish domicile and meet residency reclassification requirements.

Requirements

May be required to take National Student Clearinghouse Training or Texas Higher Education Coordinating Board Reporting training due to responsibilities.

Competencies

• Records Management: Proficiency in maintaining and organizing student records
• Document Verification: Ability to verify document authenticity according to guidelines
• Issue Resolution: Skill in identifying and resolving discrepancies in student records
• Collaboration: Ability to collaborate effectively with departments to ensure compliance
• Online Applications: Proficiency in using online applications for record-keeping
• Subject Matter Expertise: Knowledge and expertise in areas such as transcript printing and enrollment verification
• Residency Requirements: Understanding of residency requirements and ability to provide guidance

Education/Experience/Knowledge/Skills

• Associate's Degree, Bachelor's Preferred
• Exceptional experience may be considered in lieu of educational requirements
• 1-3 years of experience in student records management, higher education, or a related field

Equal Opportunity Employer

Texas State Technical College (TSTC), as an equal opportunity employer, complies with all applicable federal and state laws regarding nondiscrimination. TSTC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at TSTC.

Background Checks

A criminal history background check will be required for the finalist(s) under consideration for this position.

TSTC is the only state-supported technical college system in Texas. TSTC's statewide role and mission is to efficiently and effectively help Texas meet the high-tech challenges of today's global economy, in partnership with business and industry, government agencies, and other educational institutions.

TSTC publishes the Annual Security Report (ASR), which includes the Annual Fire Safety Report (AFSR), to ensure that essential information about campus safety is readily accessible. This report includes data on crimes and fire incidents from the past three calendar years, outlining safety measures, reporting protocols, and emergency response plans. It also highlights crime prevention programs and support resources available to the campus community. These reports underscore TSTC's commitment to fostering a safe and informed environment for all students, employees, and visitors.

For more information, the report is available on the Clery Act Information page of the TSTC website at tstc.edu/cleryact, and physical paper copies can be requested from the TSTC Police Department or by calling 254-867-3690.