Records Specialist

TSTC; Waco (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Texas State Technical College (TSTC) seeks a Records Specialist in its Registrar’s Office to manage centralized student records for admissions and enrollment. You will verify document authenticity, guide residency reclassification, and support transcript printing and enrollment verifications.

This role emphasizes accuracy, compliance with state and federal guidelines, and collaboration with departments to maintain compliant records while resolving routine discrepancies and escalating complex

Qualifications

• 1–3 years of experience in student records management, higher education, or a related field.
• Associate’s Degree or Bachelor’s Degree preferred.
• Knowledge of transcript printing, enrollment verification, and residency guidance.
• May require National Student Clearinghouse or Texas Higher Education Coordinating Board reporting training.

Responsibilities

• Verify document authenticity according to state and federal guidelines.
• Maintain accurate academic records and collaborate with departments statewide.
• Provide specialized support for transcript printing, enrollment verifications, and degree verifications.
• Resolve routine discrepancies and escalate complex matters to senior colleagues.
• Manage records to ensure compliance with standards and adjust as required.
• Utilize online applications to verify and maintain records efficiently.
• Provide guidance on residency evidence to establish 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

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.