Specialist, Records

Houston Community College; Houston (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Houston Community College (HCC) is seeking a Records Specialist to coordinate and maintain Continuing Education and Corporate Training course records, ensuring compliance with internal and external procedures for non-credit courses. Responsibilities include course creation, registrar and bursar coordination, billing, and reporting.

The role requires managing course information, scheduling, data entry, and weekly class rolls, with occasional after-hours work.

Qualifications

• Associate’s degree required; 5 years of directly-related experience may substitute for degree requirements.
• 3 years of related Instructional, Customer Service, Workforce and/or Student Services Support experience required
• 2 years of Instructional Continuing Education and/or Student Services Support experience preferred
• Licensing & Certification: Valid Texas Driver License

Responsibilities

• Monitor and document student information concerning all CE courses to provide companies employee completion reports.
• Schedule courses using information management systems, for all customized CE courses.
• Coordinate, process, and maintain all computer documentation procedures for contract training and continuing education course records data entry, including participant registration, billing coding, and contract compliance.
• Process all new course addition, special topics, local need forms and/or course changes/revisions.
• Update system-wide course description inventory for customized courses.
• Refer to district Division of Extended Learning Staff Resource Page to locate non-credit classes’ syllabi as needed by Program Managers or Business Developers for upcoming courses.
• Back-up weekly process, distribute, and monitor all class rolls for courses, to ensure official course records are distributed, 3rd day class rolls are signed, returned timely, and accurately.
• Monitor and follow-up 3rd day class roll submissions to Registrar for state reporting.
• Stay current on information management system training.
• Stay up-to-date on Workforce Education Course Manual (WECM) compliance guidelines.
• Maintain ongoing communication with System Registrar’s Office to ensure compliance in state reporting.
• Responsible for quarterly monitoring of all class evaluation processing and data analysis reports processing.
• Process student registration in information management system.
• Process Departmental correspondence (invoices, contracts, evaluations, etc. ).
• Perform other duties, tasks and assignments as required.

Skills

MS Office

Information management systems

Night and weekend work

Education

Associate’s degree

Job description

JOB SUMMARY

The Records Specialist coordinates and maintains all Continuing Education and Corporate Training related courses per class to ensure proper compliance with internal and external agency procedures for all non-credit courses.

This position is responsible for course creation, records coordination with Registrar’s Office, Bursar’s Office billing, and reporting.

Works with all School of Continuing Education (SCE) Program Directors, Director of Corporate Training, and all Business Developers to ensure that state and local CE course procedures are implemented, billing is followed-up, and all reporting processes and deadlines are met on a timely basis for any continuing education (CE) courses.

ESSENTIAL FUNCTIONS

Monitor and document student information concerning all CE courses to provide companies employee completion reports.

Schedule courses using information management systems, for all customized CE courses.

Coordinate, process, and maintain all computer documentation procedures for contract training and continuing education course records data entry, including participant registration, billing coding, and contract compliance.

Process all new course addition, special topics, local need forms and/or course changes/revisions.

Update system-wide course description inventory for customized courses.

Refer to district Division of Extended Learning Staff Resource Page to locate non-credit classes’ syllabi as needed by Program Managers or Business Developers for upcoming courses.

Back-up weekly process, distribute, and monitor all class rolls for courses, to ensure official course records are distributed, 3rd day class rolls are signed, returned timely, and accurately.

Monitor and follow-up 3rd day class roll submissions to Registrar for state reporting.

Stay current on information management system training.

Stay up-to-date on Workforce Education Course Manual (WECM) compliance guidelines.

Maintain ongoing communication with System Registrar’s Office to ensure compliance in state reporting.

Responsible for quarterly monitoring of all class evaluation processing and data analysis reports processing.

Process student registration in information management system.

Process Departmental correspondence (invoices, contracts, evaluations, etc. ).

Perform other duties, tasks and assignments as required.

QUALIFICATIONS

Education & Experience

• Associate’s degree required
• 5 years of directly-related experience may be substituted for degree requirements
• 3 years of related Instructional, Customer Service, Workforce and/or Student Services Support experience required
• 2 years of Instructional Continuing Education and/or Student Services Support experience preferred

Licensing & Certification

• Valid Texas Driver License

Special Skills

• MS Office Programs
• Knowledge of Information Management Systems
• Some night and weekend work may be required

Competencies

• Delivering High Quality Work
• Accepting Responsibility
• Serving Customers
• Supporting Organizational Goals
• Driving Continuous Improvement
• Acting with Integrity
• Thinking Critically
• Managing Change
• Communicating Effectively

Working Conditions

General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

The Organization

Houston Community College (HCC) is composed of 14Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the country’s largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.

The Team

Play a central role at HCC as you keep our everyday operations running like clockwork. You’ll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, you’ll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.

Location

Houston is a city with limitless possibilities:

• Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City’s 55.
• Approximately 145 languages are spoken here.
• Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
• Houston is a major-league sports town, and don’t forget the annual Houston Livestock Show & Rodeo.
• The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
• World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nation’s top institutions.
• With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston’s cultural scene.
• Houston is theCulture & Culinary Capital of Texaswith more than 7,500 restaurants and eating establishments covering 60+ cuisines.

EEO Statement

Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran’s status. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Sandra Jacobson, Director EEO/Compliance, Title IX Coordinator Office of Equal Opportunity and Title IX

PO Box 667517

Houston TX, 77266

713 718.8271 or [e-mail]

HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages involvement, innovation, and creativity.

Individuals with disabilities, who require special accommodations to interview, should contact [phone].