Student Records Specialist

College of Lake County; Grayslake (IL); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Tuition assistance

Retirement plans

Flexible spending accounts

Paid holidays

Vacation days

Sick leave

Summer hours

Job summary

College of Lake County seeks a Student Records Specialist to evaluate transfer credits, determine articulation, and assist in graduation processing. You will also support student records duties and respond to inquiries from students and staff.

The role emphasizes accuracy, collaboration with Deans and program coordinators, and adherence to FERPA and college policies. Join a team focused on student success at the Grayslake Campus.

Qualifications

• Bachelor's degree required and relevant higher education experience.
• Two years’ experience in higher education, preferably in student records or related areas.
• Strong analytical ability, attention to detail, and organizational skills with prioritization.
• Proven ability to work with diverse cultures and communicate effectively.
• Ability to collaborate in a highly team-based environment.
• Excellent oral and written communication; tact and diplomacy in dealings.
• Experience with computer technology to access data, generate reports, and communicate.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Analyze progress toward program completion and graduation requirements.
• Evaluate transfer credits and determine articulation/transfer equivalencies.
• Assist in graduation processing and degree conferral.
• Respond to student requests via phone, email, and in person.

Skills

Analytical skills

Attention to detail

Organizational skills

Communication

Team collaboration

Problem solving

Time management

Microsoft Office

Diversity awareness

Education

Bachelor's degree

Tools

PeopleSoft

Workday

Job description

Why choose the College of Lake County for your next opportunity?

The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays!), generous vacation, sick and personal time off and 14 paid holidays each year. Some benefits will not be available for Part-Time or Part Time Staff Under 20 Hours (ex: health insurance). We value candidates who bring language skills that help us better serve and connect with our diverse community. Bilingual English/Spanish proficiency is preferred but not required.

Position Title: Student Records Specialist

Job Summary:

The Student Records Specialist, under the supervision of the Assistant Director, Student Records Services, is a key member of the Student Records Department. This position functions as a transfer course evaluation and equivalency determination specialist. They are responsible for the accurate and efficient evaluation of transfer credit and credit for prior learning, determining graduation eligibility, and assisting in the processing and maintenance of student records for the College. This position is also heavily involved in graduation processing, as they serve to review requests and determine graduation eligibility.

Job Description:

• Project and Process Management - 60% Analyzes student progress toward program completion and identifies outstanding requirements for graduation, transfer agreements, financial aid, and veterans’ benefits eligibility. Conducts and facilitates transfer credit evaluation processes by evaluating external transcripts, test scores, and other records to determine course articulations and equivalent transfer credit. Ensures transfer credit and credit for prior learning is quickly, accurately, and completely recorded on the official student record. Collaborates with Deans, Academic Operations Managers, Department Chairs, and Program Coordinators in analyzing course descriptions and syllabi from other institutions to determine transfer credit equivalencies; ensures TES database is updated with new transfer equivalencies. Oversees course prerequisite verification requests by determining eligibility to enroll and processing requests when appropriate. Supports portions of Student Records Department process manual, ensuring accuracy and thoroughness by outlining and describing processes. Examines and reviews student Academic Advisement Reports, identifying any issues or discrepancies and escalates to the Business Analyst for adjustments. Collaborates with the Business Analyst to determine how to address and resolve the discrepancy. Maintains up-to-date knowledge of transfer credit policies, articulation agreements, and accreditation standards. Supports the degree conferral process by reviewing and processing graduation requests, evaluating student records, and determining completion eligibility. Confer credentials to student record when necessary. Assist with auto-award graduation processing.

• Student/Customer Service - 20% Responds to requests for assistance via phone, email, and in-person. Provides accurate and timely information to students regarding transfer credit evaluation requests, pre-evaluation equivalency requests, prerequisite verification requests, and other college policies and procedures relating to student records and graduation. Resolves transfer credit discrepancies with support from assistant director. Interprets and explains college requirements applicable to specific programs, policies, and catalog years, as well as information pertaining to transfer credit and graduation processes to Academic Success Advisors, College and Career Navigators, Generalists and other faculty and staff at the College. Communicates to students once requests have been processed, outlining their next steps. Supports student access, retention, and completion by reviewing paperwork, transcripts, documents to ensure appropriate proficiencies, enrollment requirements, and limited enrollment requirements are met.

• Technology Support - 15% Enters and maintains transfer equivalency data library in TES. Responsible for accurate entry and upkeep. Assists in data set-ups and changes, testing, and future technology implementations.

• Other - 5% Participates in various college committees and functions Maintains compliance with State, Federal, and College policies and guidelines. Upholds and adheres to FERPA regulations. Attends professional development opportunities, representing the Student Records Department at College of Lake County. Performs other duties as assigned. The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Qualifications

• Bachelor’s degree required.
• Two years’ experience in higher education, preferably in student records, admissions, advising, or curriculum management.
• Solid analytical skills, strong attention to detail, and excellent organizational skills with the ability to plan and prioritize work.
• Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.
• Ability to work in a highly collaborative environment.
• Excellent oral and written communication skills and strong interpersonal skills.
• Ability to handle all situations with tact, persuasiveness, and diplomacy.
• Ability to manage multiple workloads and meet deadlines.
• Experience working independently, prioritizing workflow, solving problems, making decisions.
• Ability to utilize computer technology to access data, maintain records, generate reports and communicate with others.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.)
• Ability to work flexible hours including some evening and weekend hours, consistent with student and program needs.

Desired Qualifications

• Experience with student information systems (Peoplesoft or Workday preferred).
• Experience in a community college setting.
• Prior transfer credit evaluation experience preferred.
• Proficiency with student information systems and familiarity with transfer credit evaluation tools such as Transfer Evaluation System (TES) preferred.
• Bilingual in Spanish and English.

Work Schedule:

10:00am - 6:30pm Monday through Thursday and 8:00am - 4:30pm Friday

Pay:

$20.80/hour

Full-Time/Part-Time:

Full time

Total Hours Per Week:

40

Position Type:

Staff

Job Family:

Specialist

Posting Date:

09/02/2026

Expected Start Date:

10/05/2026

Compensation Grade:

B23

Location:

Grayslake Campus

Department:

Student Records & Registration Operations

EEO Statement:

College of Lake County is an Equal Opportunity Employer with a policy of non-discrimination. Qualified applicants are considered without regard to race, color, age, sex, national origin, disability, religion, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, ancestry, citizenship, parental status, pregnancy or any other status protected by law.

College of Lake County (CLC) is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences. CLC aspires to be a place where every student succeeds, every employee thrives, so that every business achieves and every community grows. Our mission is to be innovative and value-driven in supporting student success through developing and encouraging employees of all backgrounds on their journey toward achieving personal and professional growth. CLC achieved a milestone in 2025 with its designation as a Leader College of Distinction. CLC is part of the Achieving the Dream (ATD) Network, made up of 300+ colleges committed to supporting student success at their institutions and promoting economic vitality throughout their communities. CLC has been a member of the ATD Network since 2019 and has held Leader College status since 2023.