Student Records Specialist

Virginia Community Colleges; Virginia (MN); Hybrid; USD 41,000 - 43,000; Full time

Job summary

J. Sargeant Reynolds Community College is seeking a Student Records Specialist to support the Office of the Registrar. You will process CPL, troubleshoot registration issues, handle course substitutions, and verify enrollment and credentials.

The role requires strict adherence to FERPA, state regulations, and accreditation standards, along with providing courteous, accurate service to students and staff across campus locations.

Qualifications

• Knowledge of regulations governing college enrollment services and records retention.
• Ability to interpret and apply policies and procedures in enrollment-related processes.
• Experience with FERPA, state regulations, and accreditation standards.

Responsibilities

• Process Credit for Prior Learning (CPL) and troubleshoot registration issues.
• Manage course substitutions and attendance records.
• Verify student enrollment and credential information.
• Ensure compliance with FERPA and institutional policies.
• Provide accurate, timely support to students, faculty, and staff.

Skills

Regulatory knowledge

Customer service

Policy interpretation

Team collaboration

Data analysis

Independent decision making

Communication

Campus travel

SIS

Perceptive Content

MS Word

Excel

PowerPoint

Tools

SIS

Perceptive Content

MS Word

Excel

PowerPoint

Job description

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Posting Summary

Working Title

Working Title Student Records Specialist

Role Title

Role Code

Role Code 29143-SW

FLSA

FLSA Nonexempt

Pay Band

Pay Band 03

Position Number

Position Number 28300245

Agency

Agency J. Sargeant Reynolds Community College

Division

Division J. Sargeant Reynolds Community College (Div)

Work Location

Hiring Range

Hiring Range Salary commensurate with experience. Hiring range is $41,000-$43,400.

Emergency/Essential Personnel No

EEO Category

Full Time or Part Time

Full Time or Part Time Full Time

Does this position have telework options? -Telework options are subject to change based on business needs-

Does this position have telework options? -Telework options are subject to change based on business needs- Yes

Does this position have a bilingual or multilingual skill requirement or preference?

Does this position have a bilingual or multilingual skill requirement or preference? No

Work Schedule

This is a full-time, classified position. The standard work schedule is Monday through Friday, 8:15 a.m. to 5:00 p.m.

Occasional extended hours, including evenings or weekends, may be required during peak registration periods, graduation processing, audit cycles, or other high-volume times to meet operational needs.

The position requires regular on-site presence to support student services, records processing, and compliance functions.

Sensitive Position

Sensitive Position No

Job Description

Reynolds is one of the largest community colleges in Virginia and serves Virginia’s capital city and five nearby counties. Annually, our four campus sites serve approximately 13,000 credit students and provide training for 7,400 students through the Community College Workforce Alliance. Reynolds is committed to hiring and retaining a diverse, culturally competent staff at all levels of the organization who reflect the demographics of our students. We also believe in providing an ongoing investment in our faculty and staff to deepen their skills and competencies to serve the full range of our student population.
Reynolds is seeking Student Records Specialist to serve as a key resource within the Office of the Registrar, supporting students, faculty, staff in navigating essential academic processes. This position is responsible for facilitating and processing Credit for Prior Learning ( CPL ), troubleshooting registration issues, managing course substitutions, processing attendance records, and verifying student enrollment and credential information. The Education Support Specialist ensures all functions are performed in compliance with FERPA , state regulations, institutional policies, and accreditation standards. By providing accurate, timely, and student-centered support, this role contributes to academic integrity, operational efficiency, and student success.

This position is ideal for someone who is detail-oriented, enjoys working in a student-focused environment, and thrives in a collaborative setting.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

• Extensive knowledge of regulations and laws governing college enrollment services, records retention, and the release of confidential data.
• Strong knowledge of customer service principles and practices in an educational environment.
• Demonstrated ability to interpret and apply policies and procedures; manage multiple processes using automated systems related to enrollment.
• Demonstrated ability to cross-train staff and collaborate effectively as part of a team.
• Skill in reviewing requests, analyzing data, conducting research (paper and online), and resolving problems.
• Demonstrated ability to work independently, manage priorities, and make sound decisions.
• Strong oral and written communication skills; ability to interact effectively with diverse stakeholders and travel between campus locations as needed.
• Proficiency in computer operations and current software applications, including MS Word, Excel, Access, PowerPoint, Student Information Systems ( SIS ), and Perceptive Content.

Additional Considerations

Operation of a State Vehicle

Operation of a State Vehicle No

Supervises Employees No

Required Travel

Minimal travel is expected for this position. Occasional local travel between campus locations may be required to support registration, records management functions, or training activities.

Posting Number

Posting Number CLS_4682P

Recruitment Type

Recruitment Type General Public - G

Number of Vacancies

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date

Job Open Date 08/25/2026

Job Close Date

Job Close Date 09/08/2026

Agency Website

Agency Website www.reynolds.edu

Contact Name

Email

Email [e-mail]

Phone Number

Special Instructions to Applicants

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Additional Information

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement

The Virginia Community College System ( VCCS ) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement

The Virginia Community College System ( VCCS ) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts ( ADA and ADAAA ), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement

VCCSuses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

Required fields are indicated with an asterisk (*).

• * Do you have experience working in a Registrar’s or Admissions and Records office?
  • Yes
  • No
• * How many years of working experience in a college registrar’s office do you possess?
  • None
  • 1-2 years
  • 3-6 years
  • 7 or more years

Required Documents

• Resume

Optional Documents

• Cover Letter/Letter of Application
• Unofficial Transcripts
• Other Document
• Unofficial Transcript 2
• Alternative Hiring Process Letter
• License
• SF-50 (Documentation of involuntary separation from Federal Agency)