Student Records Specialist - The College of New Jersey : Job Details

Job Title: Student Records Specialist Union Description: AFT/Professional Services Specialist IV Job Category: Exempt, 35 Workweek Salary Range: Range 18 - $55,142.18 - $63,410.34(Steps 1-4)

Position Summary:

The Office of Records and Registration at The College of New Jersey is seeking a dynamic individual to fill the position of Student Records Specialist. This position encompasses a diverse range of responsibilities aimed at supporting the needs of our students, faculty, staff, and external stakeholders. As a vital member of our team, the Student Records Specialist serves as a versatile resource for the office and college, with a particular focus on the School of Graduate, Global, and Online Education. The Student Records Specialist will be tasked with maintaining current functions within the Student Records and Scheduling modules in PeopleSoft, reviewing and revising business processes and documentation, and working to improve and streamline departmental operations.

Main Responsibilities:

The Student Records Specialist will serve as the primary liaison between the Office of Records and Registration and the School of Graduate, Global, and Online Education. Responsibilities include:

• Monitoring and maintaining accuracy of graduate student records, including enrollment activity and classroom scheduling.
• Leading research and implementation of flexible academic calendar structures tailored to graduate programs, ensuring alignment with grading, enrollment, and college-wide processes within PeopleSoft environments.
• Managing the setup and maintenance of the graduate academic calendar and developing ongoing communication plans to support calendar-related processes.
• Collaborating with the School of Graduate, Global, and Online Education on the creation and maintenance of new program structures (e.g. stackable degrees and certificates), ensuring integration with existing academic and reporting frameworks.

The Student Records Specialist will be responsible for general records and enrollment business processes, and provide functional support to the Records team. Responsibilities include:

• Managing the change of major/minor/certificate process for all undergraduate and graduate students, including processing transactions, modernizing the workflow, and communicating procedures and deadlines.
• Processing departmental dismissals by coordinating with academic schools and communicating student status updates.
• Providing backup support to the Scheduling team, including classroom scheduling and scheduling optimization efforts.
• Overseeing the waitlist process each semester, ensuring effective communication with academic departments and timely support regarding waitlist policies and procedures
• Other records duties as assigned.
• Serves as primary liaison between the Office of Records and Registration and the School of Graduate, Global, and Online Education.
• Research academic calendar options within PAWS structures and how to better meet the needs for graduate students.
• Manages change of major/minor process.
• Processes departmental dismissals.
• Support the Scheduling Manager in all aspects of scheduling including, but not limited to, classes, exams, and academic calendars.
• Manages waitlist process for all TCNJ students.
• Undertake any other records-related duties as assigned by supervisory personnel.

Required Qualifications:

• Bachelor's Degree.
• PeopleSoft or other related student information system experience.
• Microsoft Excel experience required.
• Strong administrative, organizational, and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proven ability to work effectively both independently and as part of a team.
• Commitment to upholding the confidentiality and integrity of student records.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Preferred Qualifications:

• Post-graduate education preferred.

Employer Qualifications:

• Final offer of employment is contingent upon the successful completion of a background check and reference checks.

About TCNJ The College of New Jersey (TCNJ) is a highly selective institution that is consistently recognized as one of the top comprehensive colleges in the nation. Founded in 1855 as the New Jersey State Normal School, TCNJ maintains the eighth highest four-year graduation rate among all public colleges and universities. It is ranked by Money as one of the top 15 public colleges “most likely to pay off financially,” and U.S. News & World Report rates it the No. 1 public institution among regional universities in the northeast. Employee Benefits: As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public university career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

• Comprehensive benefit plans covering medical, dental and prescription plans
• Generous leave entitlements program and Energy Savings Program
• Employee and dependent Tuition Waiver and Reimbursement Program
• Pension, retirement, and deferred compensation plans, group life insurance
• Employee Assistance Program (EAP)
• Employee affinity groups
• New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
• Access to extensive learning opportunities

To view a comprehensive list of benefits available to employees, visit our Health Benefits Plans and Programs page to learn more!

Application Instructions:

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable candidate is selected.

The College is committed to fostering a welcoming and inclusive campus community that respects and uplifts individuals from all backgrounds. We value the varied perspectives, experiences, and talents of all members of our community and strive to create an environment where everyone has equitable access to opportunities for success. As an equal opportunity employer, we comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. We encourage applications from individuals whose lived experiences and professional interests align with our institutional mission of academic excellence, access, and integrity.