Student Records Associate

NC Community Colleges; Pinehurst (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Sandhills Community College is seeking a Student Records Specialist to serve as the primary contact for transfer credit evaluation and credit for prior learning. The associate will lead initiatives in record technology, record retention, and support continuous improvements in academic records operations.

You will build rapport with Student Services colleagues, SCC administrators, instructors, students, and visitors.

Qualifications

• Three years of experience working with students in a higher education setting or working with student or personnel records.
• Excellent customer service, organizational, problem-solving, and project management skills.
• Excellent written and interpersonal communication skills.
• Proficiency in Microsoft Office 365.
• Proficiency in Ellucian Colleague.
• Ability to handle multiple tasks, often with interruptions, and work flexible schedule to include non-traditional hours (the week of Commencement, for example).
• Ability to work effectively with faculty, staff, and students.
• Demonstrated comparable knowledge, skills and experience acceptable for the higher education environment.

Responsibilities

• Evaluate and record transfer credit and placement credit in accordance with institutional policies and curriculum requirements.
• Research accreditation, course equivalencies, and transfer documentation to support accurate evaluations.
• Participate in credit for prior learning discussions and workshops to stay current on system policies.
• Create and/or update non-course equivalencies to follow standardized data practices.
• Process electronic forms in Etrieve to include: credit by exam, credit for prior learning and official exam score reports.
• Maintain transfer evaluation documentation and procedural consistency.
• Coordinate Reverse Transfer Program for SCC to include identifying and communicating with eligible students.
• Monitor reverse transfer outcomes and recommend process improvements.
• Collaborate with graduation coordinator to identify potential program completers and assist in outreach to non-completers as needed.
• Serve as departmental lead for implementation, testing, and optimization of our Transfer Evaluation System subscription.
• Research and evaluate emerging technologies such as: AI-assisted transcript evaluation and automation tools; unified transcripts, comprehensive learner records, and digital badges.
• Provide support for customer service via telephone, departmental emails, and in-person inquiries.
• Administer or develop reports to find data discrepancies within student records and work with appropriate departments to resolve errors and improve data integrity.
• Assist with overall student and institution data cleanup efforts.
• Review and verify attendance rosters and LMS rosters for FTE and compliance purposes.
• Develop and maintain documentation for areas of responsibilities and update departmental procedures and/or training materials as needed.
• Assist in coordinating graduation events including student and guest special accommodations.
• Stay current on record retention and disposal guidelines set forth by the state and ensure college compliance.
• Ensure compliance with FERPA requirements as pertaining to student records.
• Other projects and duties as assigned by the Director of Student Records.
• Work in partnership with colleagues and students across campus to identify and address needs/resources that will ensure student success for all students.

Skills

Student records experience

Customer service

Microsoft Office 365

Ellucian Colleague

Communication

Time management

Tools

Informer reporting system

Job description

• Three years of experience working with students in a higher education setting or working with student or personnel records.


• Excellent customer service, organizational, problem-solving, and project management skills.


• Excellent written and interpersonal communication skills.


• Proficiency in Microsoft Office 365.


• Proficiency in Ellucian Colleague.


• Ability to handle multiple tasks, often with interruptions, and work flexible schedule to include non-traditional hours (the week of Commencement, for example).


• Ability to work effectively with faculty, staff, and students.


• Demonstrated comparable knowledge, skills and experience acceptable for the higher education environment.

Preferred Qualifications

Preferred education and experience

• Three or more years’ experience working with students and record-keeping.


• Experience with Informer reporting system.

Position Description

At Sandhills Community College, we are committed to the health and well-being of our employees, their families, and children across North Carolina. Recently, we became a Family Forward NC Certified Employer. Family Forward NC Employer Certifications, issued by the North Carolina Early Childhood Foundation’s (NCECF) Family Forward NC initiative, designate employers that offer policies and practices that support the health and well-being of working families and children.

Summary

The Student Records Specialist serves as the primary contact for transfer credit evaluation and credit for prior learning. The associate will lead initiatives in record technology, record retention and disposition, and support continuous improvement in academic records operations. The associate will be expected to build rapport with Student Services colleagues, SCC administrators, instructors, students and visitors.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Transfer and Alternate Credit

• Evaluate and record transfer credit and placement credit in accordance with institutional policies and curriculum requirements.


• Research accreditation, course equivalencies, and transfer documentation to support accurate evaluations.


• Participate in credit for prior learning discussions and workshops to stay current on system policies. Create and/or update non-course equivalencies to follow standardized data practices. Process electronic forms in Etrieve to include: credit by exam, credit for prior learning and official exam score reports.


• Maintain transfer evaluation documentation and procedural consistency.

Reverse Transfer and Credential Completion

• Coordinate Reverse Transfer Program for SCC to include identifying and communicating with eligible students. Monitor reverse transfer outcomes and recommend process improvements.


• Collaborate with graduation coordinator to identify potential program completers and assist in outreach to non-completers as needed.

Technology and Innovation

• Serve as departmental lead for implementation, testing, and optimization of our Transfer Evaluation System subscription.


• Research and evaluate emerging technologies such as: AI-assisted transcript evaluation and automation tools; unified transcripts, comprehensive learner records, and digital badges.

Operations Support

• Provide support for customer service via telephone, departmental emails, and in-person inquiries.


• Administer or develop reports to find data discrepancies within student records and work with appropriate departments to resolve errors and improve data integrity.


• Assist with overall student and institution data cleanup efforts.


• Review and verify attendance rosters and LMS rosters for FTE and compliance purposes.


• Develop and maintain documentation for areas of responsibilities and update departmental procedures and/or training materials as needed.


• Assist in coordinating graduation events including student and guest special accommodations.


• Stay current on record retention and disposal guidelines set forth by the state and ensure college compliance.


• Ensure compliance with FERPA requirements as pertaining to student records.


• Other projects and duties as assigned by the Director of Student Records.


• Work in partnership with colleagues and students across campus to identify and address needs/resources that will ensure student success for all students.

Competencies

• Strong organizational and administrative skills with attention to detail.


• High-level interpersonal skills with a focus on customer service and relationship-building.


• Effective written and verbal communication.


• Professional judgment, confidentiality, and ethical practice in all functions.

Supplemental Information

Supervisory responsibilities

• This position does not supervise others.

Sandhills Community College does not discriminate on the basis of race, color, gender, ethnic or national origin, sex, sexual orientation, gender identity, marital or parental status, religion, age, ancestry, mental or physical disability, military status or veteran status.