Records Specialist

Cape Fear Community College; Wilmington (NC); On-site; USD 32,000 - 52,000; Full time

Job summary

Cape Fear Community College in Wilmington, NC seeks a Records Specialist to maintain academic records and support the Registrar’s Office. You will conduct audits, ensure compliance with state guidelines, and manage confidential student data and related reporting.

Responsibilities include data entry, generating class reports, resolving system errors, and assisting with grading and attendance support during semesters.

Qualifications

• Associate’s degree or a high school diploma with at least 2 years of related experience.
• General auditing principles and procedures.
• Excellent communication (both written and oral), problem solving, organization, and interpersonal skills.
• Experience working in challenging, fast-paced environments where multi-tasking is essential.
• Proficiency in working with Microsoft Office and/or Google Suite applications.

Responsibilities

• Conduct an ongoing internal program audit of curriculum and continuing education records, reports, supporting documentation, and programs.
• Make recommendations for improving the accuracy and efficiency of programs and reporting procedures when appropriate.
• Assist in the submission of the Institution’s Class Report for both curriculum and continuing education each semester and insure the accuracy and timeliness of those reports.
• Responsible for records management, storage, scanning/indexing, retention, and disposition of records, in addition to, planning, prioritizing, reviewing records and verification of information.
• Enforces FERPA law at all times.
• Review student and class records as assigned by the Assistant Registrar, to verify completeness of documents by ensuring all items are correct and maintained on file as required.
• Use the college’s information system software to verify class and student information, reconcile data, run and print reports.
• Maintain a detailed and up-to-date log of records reviewed for completeness, records needing corrections and request of information.
• Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature.
• Refer inquiries on matters relating to compliance, policies, and procedures to the Assistant Registrar.
• Actively participate in departmental meetings, trainings, and college committees as assigned.
• Under the direction of the Assistant Registrar/Registrar, assist in the coordination of external FTE compliance reviews with the System Office compliance review staff.
• Act as a receptionist for all visitors to the Enrollment Services area.
• Assist Enrollment Services department with data entry.
• Respond to internal and external customer requests via phone, email, and in-person.
• Assist with other duties and special projects as assigned.

Skills

Attention to detail

Communication skills

Data entry

Problem solving

Microsoft Office

Education

Associate’s degree or high school diploma with 2+ years related experience

Tools

Ellucian Colleague

Informer

Record retention software

Job description

DEFINITION:

The Records Specialist oversees and maintains responsibility for academic records in addition to other assignments in Student Services. The Records Specialist shall perform a variety of duties and responsibilities involved in assuring that all College programs and reporting procedures are accurate and in compliance with the North Carolina Community College System’s guidelines and with the State Board of Community Colleges Code. This is accomplished by the ongoing monitoring of programs and procedures and by conducting internal reviews of Institution’s Class Reports for both curriculum and continuing education classes and by monitoring local educational programs.

The Records Specialist will also perform a multitude of tasks to support the Registrar’s Office including data entry, maintenance and preparation of student records, problem solving student records and system errors, assistance in faculty grading and attendance, preparing for the start and the end of a semester through various reports and other tasks.

SUPERVISION RECEIVED AND EXERCISED:

• Receives general supervision from the Assistant Registrar
• Exercises no supervision.

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

ESSENTIAL FUNCTIONS:

• Conduct an ongoing internal program audit of curriculum and continuing education records, reports, supporting documentation, and programs.
• Make recommendations for improving the accuracy and efficiency of programs and reporting procedures when appropriate.
• Assist in the submission of the Institution’s Class Report for both curriculum and continuing education each semester and insure the accuracy and timeliness of those reports.
• Responsible for records management, storage, scanning/indexing, retention, and disposition of records, in addition to, planning, prioritizing, reviewing records and verification of information. Work with others to create workflows and improve efficiencies.
• Enforces FERPA law at all times.
• Review student and class records as assigned by the Assistant Registrar, to verify completeness of documents by ensuring all items are correct and maintained on file as required (e.g. rosters, signatures, change forms, course numbers, transcripts, contracts, etc.)
• Use the college’s information system software to verify class and student information, reconcile data, run and print reports.
• Maintain a detailed and up-to-date log of records reviewed for completeness, records needing corrections and request of information.
• Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature.
• Refer inquiries on matters relating to compliance, policies, and procedures to the Assistant Registrar (e.g. inquiries from college staff, administrators, instructors/faculty, external calls or constituents, etc.).
• Actively participate in departmental meetings, trainings, and college committees as assigned.
• Under the direction of the Assistant Registrar/Registrar, assist in the coordination of external FTE compliance reviews with the System Office compliance review staff.
• Act as a receptionist for all visitors to the Enrollment Services area.
• Assist Enrollment Services department with data entry.
• Respond to internal and external customer requests via phone, email, and in-person.
• Assist with other duties and special projects as assigned.

OTHER IMPORTANT FUNCTIONS:

• Duties of this position will involve working long hours during reporting periods and may involve working evenings and/or weekends.
• Perform other related duties and responsibilities as assigned
• Ability to multi-task, prioritize, and exercise critical thinking skills.
• Some travel may be required to assist in college-related events.

QUALIFICATIONS:

ABILITY TO:

• Perform related work as required.
• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Communicate clearly and respectfully, both verbally and in writing

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

MINIMUM EDUCATION/TRAINING:

• Associate’s degree or a High School Diploma with at least 2 years of related experience.

MINIMUM EXPERIENCE:

• General auditing principles and procedures.
• Organized and thorough, attention to detail and high-quality standards.
• Excellent communication (both written and oral), problem solving, organization, and interpersonal skills.
• Experience working in challenging, fast-paced environments where multi-tasking is essential.
• Proficiency in working with Microsoft Office and/or Google Suite applications.

PREFERRED EDUCATION/ TRAINING, EXPERIENCE, SKILLS:

• Ellucian Colleague, Informer, and record retention software experience.
• Demonstrated knowledge of student records practices and methods accepted by the higher education field.
• Applicable federal, state, and local policies, procedures, rules and regulations that affect College educational programs.
• Applicable sections of the Community College Laws of North Carolina and the North Carolina Administrative Code, Title 23, State Board of Community Colleges Code.
• Program audit principles and procedures for both curriculum and continuing education programs.

SPECIAL INSTRUCTIONS TO APPLICANTS:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.
• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.
• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.