Student Records Specialist I

College of Southern Maryland; La Plata (MD); Presencial; USD 45.000 - 60.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

State Retirement Pension

Wellness programs

Code Green early closure Fridays in夏

College closure for major holidays

Descripción de la vacante

The College of Southern Maryland is seeking a detail-oriented Student Records Specialist I to maintain accurate student records and support admissions, registration, and records management. You will work across Colleague, Lumens, ImageNow, and Parchment Exchange to ensure data integrity and timely service for students, faculty, and staff.

This role emphasizes problem solving, strong communication, and independent work in a busy office environment, reporting to the Director, I, REG.

Formación

• Associate degree required.
• Bachelor’s degree preferred.
• Experience in an academic setting preferred.
• Strong attention to detail and accuracy.
• Ability to handle high volumes with professionalism.

Responsabilidades

• Process continuing education and credit registrations with department approvals.
• Maintain database integrity in Colleague and Lumens with accuracy.
• Handle audits, withdrawals, and financial implications with the Bursar’s Office.
• Research and resolve registration and records issues across multiple systems.
• Process official transcripts and enrollment verifications via Parchment and NCCS.
• Provide basic advising and assist with online services for students.

Conocimientos

Data entry

Customer service

Problem solving

Organization

Communication

Educación

Associate degree

Bachelor’s degree preferred

Herramientas

Colleague

Lumens

ImageNow

Parchment Exchange

Maxient

Descripción del empleo

Located 45 minutes from the Nation’s Capital and nestled in a history-rich region of Southern Maryland, the College of Southern Maryland (CSM) has twice been recognized by the Aspen Institute as one of the top 150 community colleges in the nation. CSM is also nationally ranked among the top 100 producers of minority associate degrees across many fields. With more than 100 academic programs, CSM is known for its student-centered focus, innovation, and responsiveness to our regional workforce and community.

CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Student Records Specialist I is responsible for maintaining accurate student records, ensuring data integrity, and complying with applicable College policies and laws. The Specialist interacts daily with prospective, current, and returning students, faculty, staff, and other members of the community. The position provides support for registration and records management, responds to student inquiries, and provides general information and assistance regarding other College services, including admissions, financial aid, academic advising, and placement testing. The Specialist works independently to research and resolve issues while demonstrating strong problem-solving, organizational, communication, and customer service skills. The role involves managing a high volume of requests and communications through paperwork, email, phone, live chat, and in-person interactions.

Reports to: Director, I, REG

The hiring salary for this position will be from the min to mid-point of the salary range advertised.

This position is open until filled.

30% Student Registration & Records Management

• Process continuing education and credit registrations, including those with special overrides based on department approvals.
• Maintain database integrity, ensuring correct demographic data and academic record accuracy, in both Colleague and Lumens, with full access to student records.
• Process audit and withdrawal paperwork, always ensuring the student is informed of potential financial implications.
• Research and resolve registration, student record, and online services issues for students, faculty, and staff, including grade discrepancies, registration/deregistration issues, transcript discrepancies, course entry issues, and direct customers to the appropriate office when necessary.
• Monitor the Lumens Middle Cloud (LMC) daily for continuing education registration issues, including duplicate records, time conflicts, registration holds, and other system issues, and take appropriate action to resolve them.
• Research and resolve duplicate student records, working with other departments to ensure student information is accurately consolidated on the appropriate record.
• Scan, image, link, and retrieve student record documents using ImageNow, ensuring documents are accurately associated with the appropriate student record and providing records to authorized college personnel as needed.
• Manually adjust records for specially authorized refunds or removal of debts after refund deadlines, coordinating with the Bursar’s Office to ensure the process is completed.
• Research microfilm for old records and manually enter all classes and grades into Colleague.
• Enter grades and process grade changes for continuing education and credit courses.
• Process corporate and MCET contract registrations, verifying program of study dates, class dates, and financial month requirements prior to registration.
• Enter and process contract grades and verify registration transactions in Lumens and Colleague.
• Review contract sections and registration information for accuracy and work with initiating departments and the Bursar’s Office to resolve discrepancies and meet applicable deadlines.

30% Transcript, Enrollment Verification, and Records Processing

• Process and troubleshoot official transcript requests, including logging incoming transcripts, monitoring transcript orders for discrepancies, and resolving issues in Parchment Exchange.
• Process in-person requests for official undergraduate transcripts and instruct students on how to place online orders using Parchment Exchange.
• Process student release and non-directory release forms in accordance with FERPA guidelines.
• Process Dean’s list certificates through Parchment and prepare Letters of Recognition (LOR’s), continuing education certificates, and achievement awards for distribution.
• Process in-person and emailed requests for continuing education transcripts.
• Process enrollment verification requests received in person, by email, or through the online services portal, and research and resolve enrollment verification discrepancies identified by the National Student Clearinghouse.
• Access Maxient software for student disciplinary issues. Work closely with Exec Director, Student Affairs and Title IX as needed.

25% Customer Service & College Support

• Answer office phones and respond to Ocelet live chat platform inquiries.
• Maintain student-facing office email accounts, [e-mail] and [e-mail].
• Assist and instruct students with online services, including registration, transcript and enrollment verification requests, course waitlisting, and payment of classes.
• Provide basic credit and continuing education advising regarding catalog navigation, program and course selection, and available course offerings.
• Distribute student ID numbers and usernames for my.CSMD and assist in resolving any log-in issues in both Colleague and Lumens.
• Notify both credit and continuing education students of class schedule or registration changes, including credit class cancellations.
• Assist students, faculty, and staff with basic graduation questions.

15% Office Maintenance

• Initiate facility and computer work orders as needed for office computers and printers.
• Assist with training co-workers on Registrar’s Office procedures and use of Colleague and Lumens.
• Represent the college at events, conferences, and networking opportunities when needed.
• Sort and process incoming and outgoing mail.
• Restock forms and supplies as needed.
• Review and revise office procedures as needed.
• Participate in committees and meetings relating to the Registrar’s office as needed.
• Conduct database testing and assist with new software implementations as directed by the Registrar.
• Maintain the security and confidentiality of student records and documents in accordance with college policies and applicable regulations.
• Maintain clean, organized workspace.
• Assist with graduation ceremony.

Additional Duties

• Performs other related duties as assigned.

• Associate degree required.

Preferred Education and Experience

• Bachelor’s degree preferred.
• Experience in an academic setting preferred.

Licenses, Certifications, or Additional Requirements

• None

• Ability to maintain discretion, tact, and professionalism despite frequent stressful circumstances.

• Superior interpersonal skills required dealing with the public, outside agencies and peers in a dynamic environment.
• Ability to work independently.
• Ability to work with professional integrity and discretion.
• Ability to organize and prioritize extensive workload daily.
• Must be detail-oriented and accurate, and able to solve problems, make knowledgeable decisions, and multi-task frequently and consistently.

PHYSICAL DEMANDS

The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

General Employment Information

The College of Southern Maryland is an Equal Opportunity Employer.

Background Checks

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

Conflict of Interest policy

No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full-time college employee who also holds a full-time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full-time positions. Full-time employees must promptly disclose in writing, on a form available from the Human Resources Office to the college all other full-time employment or its equivalent in independent consulting.

Employment Frequently Asked Questions

Click here to find our frequently asked questions: https://www.csmd.edu/employment/frequently-asked-questions/index.html