Student Records Evaluator

Middlesex College; Edison (NJ); On-site; USD 46,846 - 57,257; Full time

Job summary

Middlesex College is seeking a Records Clerk in the Registrar & Records department to maintain and analyze confidential student data, ensure accuracy of records, and support graduation processes. You will collaborate with academic departments to apply prior learning credits and update records accordingly.

The role emphasizes excellent customer service, discretion, and the ability to work both independently and as part of a team.

Qualifications

• High school diploma or equivalent required.
• 1 year work experience in a College Student Services Office.
• Experience with Student Information Systems and Imaging Software.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Maintains and analyzes confidential student data.
• Identifies problems and discrepancies in student records and corrects as necessary.
• Evaluates placement test exemptions and awards credit for prior learning in consultation with academic departments.
• Updates student records with transfer credit awards and program changes.
• Assists at graduation and related events and coordinates graduation clearance.

Skills

Excellent written and oral comms

Exemplary customer service

Discretion and judgment

Independent and team work

Education

High school diploma or equivalent

Associate Degree

Tools

SIS / Student Information Systems

Imaging Software

Microsoft Office Suite

Job description

Open Only to Middlesex College Employees

SALARY: $52,052.00 Annually

OPENING DATE: 7/28/2026

CLOSING DATE: 8/18/2026 11:59 p.m.

UNIT: AFSCME - Grade Level 8

DEPARTMENT: Registrar & Records

REPORTS TO: Registrar

Principal Responsibilities

• Maintains and analyzes confidential student data.
• Identifies problems and discrepancies in student records and corrects as necessary.
• Evaluates based on established criteria, placement test exemptions based on prior coursework, and awards credit for prior learning in consultation with the academic departments. Updates student records with this information as applicable.
• Creates and maintains equivalency tables for transfer credit awards.
• Updates student program and changes to grades and academic status.
• Informs students about the status of prior learning evaluations and program changes utilizing Colleague's Degree Evaluation and Student Planning functions.
• Coordinates graduation clearance and the preparation of documents, diplomas, and publications for commencement. Assists at commencement and related events.
• Provides students with appropriate information about their records, assists them with registration/records updates, and makes appropriate referrals.
• Participates in meetings and conferences as assigned.
• Responds to telephone, email, and in-person inquiries with exemplary customer service following established standards and protocols.
• Utilizes a variety of technical applications (hardware and software).
• Prepares reports and correspondence as necessary.
• Performs other duties as assigned that are appropriate to the position.

Minimum Qualifications

• High school diploma or equivalent
• One (1) year work experience in a College Student Services Office
• Experience with Student Information Systems and Imaging Software
• Proficiency with Microsoft Office Suite

Preferred Qualifications

• Associate Degree
• Excellent written and oral communication skills
• Demonstrated exemplary customer service experience
• Ability to use discretion and judgment
• Ability to work independently and within a team-oriented environment

Supplemental Information

SCHEDULE: Monday to Friday, 8:30 am - 4:30 pm, with occasional evenings and weekends

RETIREMENT: Pension Eligible

Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.