Student Records Specialist

Sandhills Community College; Pinehurst (NC); On-site; USD 42,000 - 56,000; Full time

Job summary

Sandhills Community College seeks a Student Records Specialist to lead transfer credit evaluation, prior learning credit, and retention of records. You will implement and optimize record systems, support colleagues, and ensure accurate, compliant student data across offices.

Responsibilities include coordinating graduation activities, maintaining FERPA compliance, and improving processes for data integrity.

Qualifications

• Associate degree or higher required; bachelor’s preferred.
• 3+ years of experience with student records or in a higher ed setting.
• Excellent customer service, organizational, problem-solving, and project management skills.
• Strong written and interpersonal communication skills.

Responsibilities

• Evaluate and record transfer and placement credits per policy.
• Research accreditation and course equivalencies for accurate evaluations.
• Participate in prior learning discussions and update non-course equivalencies.
• Maintain transfer evaluation documentation and ensure data consistency.
• Lead implementation and optimization of the Transfer Evaluation System.
• Provide departmental support via calls, email, and in-person inquiries.
• Review attendance and LMS rosters for compliance and data integrity.
• Develop and update documentation and training materials.
• Coordinate graduation events and ensure FERPA compliance.

Skills

Customer service

Organizational skills

Communication

Problem solving

Project management

Education

Associate degree

Bachelor’s degree (preferred)

Tools

Ellucian Colleague

Informer reporting system

Microsoft Office 365

Job description

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.

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.

Required education and experience:

• Associate degree required.
• 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 education and experience:

• Bachelor’s degree preferred.
• Three or more years' experience working with students and record-keeping.
• Experience with Informer reporting system.

Supervisory responsibilities:

• This position does not supervise others.