Student Records Specialist

1 month ago

Alvin, United States Alvin Community College Full time
Salary: See Position Description

Location : Alvin Community College - Main Campus/Online

Job Type: Full-time (Staff)

Job Number: FY2425-111

Department: Office of Student Services

Division: Registrar

Opening Date: 10/15/2024

Job Summary

Minimum Salary $30 541.38

Salary offer commensurate with education and related work experience.

This is a Full-Time Technical Support, Clerical and Maintenance (TSCM) position that supports Student Records - Graduation.

APPLICATION STATUS

Your application status will be updated throughout the review process. If your application is still in progress, your application has not been reviewed by the hiring department.

TERMS OF EMPLOYMENT

Requires flexible work schedule to meet program needs, which may include working days, evenings and/or weekends.

If a degree, certification or licensure is required, the provision of official transcripts, licensure and/or certifications must be received in the Office of Human Resources within (30) days of hire. Applicants with academic credentials from non-U.S. accredited institutions are required to have their coursework evaluated in terms of U.S. "equivalency." All international credential evaluations must be conducted by one of the companies affiliated with the National Association of Credential Evaluation Services, Inc. (NACES®) in order to be considered for a faculty position. Applicants bear the responsibility of requesting, paying associated fees, and obtaining an original transcript evaluation for submission to the Office of Human Resources. Please refer to the NACES® website for further information ().
Alvin Community College is an equal opportunity institution and does not discriminate against anyone on the basis of race, religion, color, sex, pregnancy, gender equity, sexual orientation, parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service or veteran's status.

This is a security sensitive position and requires a criminal history and/or motor vehicle records check.

Essential Duties

The Graduation Specialist's primary responsibilities include the posting of course credits of prior learning assessments, experiential credit and departmental exams to student's records. The Specialist specifically reviews a student's petition for graduation and assists in preparing the information for the commencement ceremony. This position reports directly to the Assistant Registrar.
  • Posts courses substitutions for degrees and/or certificates for graduates.
  • Processes petitions for prior learning assessments (exams/experiential) to student's record.
  • Processes the graduation application and degree audit for all prospective graduates.
  • Reviews prospective graduate's TSI for valid test scores and/or statuses.
  • Processes correspondence to each graduate discussing his or her graduation status throughout the process.
  • Advises prospective graduates about remaining program requirements and their program evaluation.
  • Adjusts student's programs, as necessary.
  • Handles the scheduling and preparation of the term's Graduation Orientation offered to prospective graduates.
  • Prepares the PowerPoint presentation for the Graduation Orientation.
  • Presents the PowerPoint presentation to the prospective graduates attending the Graduation Orientation and addresses any questions/concerns.
  • Review degree audits generated by the Auto Grad process for completion and posts the credential(s), as necessary.
  • Reviews GPAs to determine graduation with honors Posts degree/certificate credentials to student's record in Colleague.
  • Prepares diplomas via Diplomas on Demand (Parchment) and makes them ready for students to pick up two weeks after the commencement ceremony.
  • Prepares name cards for on-campus and TDCJ graduates.
  • Prepares the list of prospective graduates who will be participating in the commencement ceremonies.
  • Prepares the list of all of the term's prospective graduates for inclusion in the commencement program.
  • Handles all discrepancies found with prospective graduates' record.
  • Runs overall graduate reports for distribution.
  • Assists with the Commencement Ceremonies conducted twice a year.
  • Sends reports to the Texas Department of Corrections on all TDCJ graduates.
  • Runs and sends the GradCast report of all technical graduates to MyOpenJobs.com.
  • Maintains the College's departmental webpages for Graduation.
  • Maintains the College's Pod Graduation pages.
  • Serves as primary backup to Articulation Specialist in the process of evaluation and posting of transfer credit to a student's record.
  • Serves as a backup to the Assistant Registrar in handling daily enrollment verifications to the National Student Clearinghouse.
  • Updates Colleague's Degree Audit system.
  • Conducts record cleanup for the No-Show applicants (group project at every term census date).
  • Assists with performing archived record rebuilds.
  • Provides general information about college services and activities
  • Releases departmental holds
  • Triages students' needs and makes referrals for academic advising, career and personal counseling
  • Accepts documentation and forms needed for registration
  • Serves as information center for campus
  • Answers general information inquiries directed to the Registrar's Office extension.
  • Determines specific needs of the caller and makes referrals as necessary
  • Must maintain knowledge of state regulations regarding residency, tuition exemptions and waivers, THECB policies that affect students, federal financial aid regulations, federal privacy laws
  • Other duties as assigned by the Registrar.
WORK ENVIRONMENT
The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the work day.

PHYSICAL DEMANDS
The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to twenty (20) pounds.
Minimum Qualifications

REQUIRED QUALIFICATIONS
  • High school diploma or equivalent
  • One (1) year of experience in higher education
KNOWLEDGE, SKILLS, AND ABILITIES
  • Requires demonstrated customer service skills
  • Requires accuracy and attention to detail
  • Requires stamina during peak periods
  • Must be able to problem solve and think creatively
  • Knowledge of Microsoft Office applications required
  • Typing, filing and general office skills are required
  • Must have excellent interpersonal and communication skills
  • Ability to follow general procedures, yet make decisions on an individual basis
  • Must have the dexterity required to operate keyboard-based equipment such as computers
  • Ability to work extended office hours during peak period of registration

Preferences
  • Associate's degree
  • One (1) year of experience in higher education Student Services setting


Welcome to Alvin, Texas Located twenty five miles southeast of Houston in northeast Brazoria County, on land originally granted to the Houston Tap and Brazoria Railroad, Alvin is home to 28,377 residents and has much to offer our citizens and visitors alike.
The College
Alvin Community College is a public community college in Brazoria County, Texas. We provide educational opportunities in workforce training, academics, technical fields, adult basic education, and personal development.

Alvin Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees and certificates.

Vision Statement

"Alvin Community College will provide high-quality academic, technical and cultural educational opportunities that promote student success, enhance quality of life and support economic development."

Mission Statement

"Alvin Community College exists to improve the lives of its students and community by providing affordable, accessible, inclusive, high quality and innovative academic, technical and cultural educational opportunities for the diverse communities it serves."

Benefits
Alvin Community College provides comprehensive, competitive, and affordable benefit programs to meet the needs of our employees. The College offers a variety of health insurances, retirement, optional retirement plans, generous paid leave and holidays, wellness leave, an employee assistance program, and more.

Please view our for more information and eligibility requirements.

01

Do you have a high school diploma or equivalent?
  • Yes
  • No


02

Do you have an Associate's degree?
  • Yes
  • No


03

Do you have one (1) year of experience in higher education?
  • Yes
  • No


04

Do you have one (1) year of experience in higher education Student Services setting?
  • Yes
  • No


05

Do you acknowledge that this position may be scheduled and/or required to work extended office hours during peak periods of registration?
  • Yes
  • No


06

Do you acknowledge you have the ability to work extended office hours during peak periods of enrollment and registration?
  • Yes
  • No


07

I acknowledge my application, resume and/or supplemental documents all match and provide the same and consistent information; ensuring that beginning and end dates are in the MM/YYYY format.
  • Yes
  • No


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