Records Specialist - Navarro College : Job Details

Job DescriptionPOSITION PURPOSE: The Records Specialist is responsible for managing the day-to-day operations related to graduation, degree audit, transfer credit evaluation and records area. The Records Specialist provides technical information and assistance to students, faculty, College and Career Success Coaches, and all administrative personnel across the district concerning registration, enrollment and student records. This position supports the development, maintenance, and enhancement of the College's Student Information System (SIS) and associated processes. GENERAL DUTIES AND RESPONSIBILITIES:

• Make day-to-day operational decisions and provide recommendations to the Assistant Registrar and Registrar for improved office processes and procedures, keeping appropriate personnel informed of any changes/updates.
• Manage transfer credit evaluations and military credit evaluations. Evaluate incoming college and military transcripts and apply applicable transfer credits.
• Create and maintain student academic records in the computerized student database system: assure completeness, accuracy and confidentiality of records in accordance with state and federal guidelines.
• Create and update graduation records, track student progress, and ensure degree audit accuracy.
• Notify students of graduation requirements and transfer credit evaluations.
• Support degree audit and course substitution workflows, including Dynamic Forms processing.
• Provide assistance at the Welcome Desk for students and faculty regarding records, registration, transcripts, and identification services.
• Assist with student commencement functions and diploma processing.
• Perform transcript issuance and enrollment verifications upon request.
• Coordinate the process of sending and receiving electronic transcripts from trading partners.
• Disseminate student information to faculty and provide pertinent academic and student information to faculty and staff as needed.
• Provide assistance with the National Student Clearinghouse reports (Enrollment Report and Degree Verify).
• Assist with International applications and records and serve as a Designated School Official.
• Assist the Assistant Registrar with training and oversight of admissions/registrar staff with Dynamic Forms.
• Collaborate with the Assistant Registrar and Registrar to review and resolve discrepancies in the XDEE error report. Coordinate with the Admissions team to ensure accurate updates and corrections.
• Manage and maintain student academic records, including graduation and transfer credit information.
• Assist the Registrar and Assistant Registrar with special projects and initiatives.
• All other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent interpersonal and customer service skills.
• Knowledge and ability to maintain confidentiality in accordance with appropriate State and Federal regulations (e.g., FERPA; state reporting).
• Flexibility to work extended hours as needed, including after-hours and occasional weekends during peak periods such as late registration.
• Ability to interpret and apply college policies and academic regulations.
• Skilled at multitasking in high-pressure environments while consistently meeting deadlines.
• Strong organizational skills with attention to detail.
• Proficient in word processing, spreadsheet, and database applications.
• In-depth knowledge of records department operations.
• Consistently adhering to Navarro College policies and procedures with professionalism and integrity.
• Ability to effectively communicate orally and in writing.
• Experience in maintaining and troubleshooting computer databases.
• Experience in a setting which includes frequent student contact, demanding schedules and timelines.
• Ability to meet deadlines.
• Prior experience in on-line registration, knowledge of Self Service preferred.
• The ability to work independently and collaboratively in a team setting.
• Highly organized and efficient in managing concurrent projects and adhering to tight deadlines.
• Comfortable working independently and collaboratively in dynamic environments with frequent student contact and time-sensitive responsibilities.
• Committed to professionalism, integrity, and confidentiality in all aspects of records management.

POSITION QUALIFICATIONS: Required:

• High School Diploma.
• Minimum two (2) years' experience in a closely related office area.
• Will consider equivalent amount of experience and training in a related office in education.

Preferred:

• Associate Degree.
• Minimum of two (2) years' experience and training in a Registrar's office or Records office.
• Navarro College alumni or has previously attended Navarro College.
• Experience with Colleague/Oracle student database system.

WORKING CONDITIONS:

• Variances from regular working hours may be necessary to fulfill the responsibilities of the position.
• Busy working environment with numerous interruptions.

SALARY: $28,679. annually (this is a 12 month position to be paid over 12 months)