Records Specialist

1 week ago

Elgin, Illinois, United States Elgin Community College Full time
About Elgin Community College

Elgin Community College is a leading institution of higher education, serving over 9,000 students at various stages of their educational journeys. Our college prides itself on fostering a welcoming campus environment where every individual feels valued. As an employer, we strive to create a positive work environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule and Rate of Pay

This position requires a flexible schedule, including evenings and weekends as needed by the department. The hourly rate for this position is $20.84, with a mid-point of $27.79. Salary offers will be commensurate with education and experience, in alignment with the College's compensation philosophy and the current CBA, if applicable.

Job Summary

This role involves performing work of moderate difficulty by providing operational guidance for the Registration and Records office, focusing on records processing functions. The successful candidate will be able to process all ECC transcripts and provide support for other records functions, including the online grading process. General supervision will be received from the assigned supervisor.

Required Knowledge, Skills & Abilities
  1. Bachelor's degree from a four-year college or university or equivalent combination of training and experience.
  2. Good knowledge of higher education structure, including accreditations and institution types.
  3. Considerable skills in collaborating effectively with cross-functional teams.
  4. Considerable skills in researching and analyzing information to determine course equivalencies.
  5. Considerable skills in verbal and written communication.
  6. Considerable skill in the use of the Microsoft Office Suite, including Word, Excel, Access, and Publisher.
  7. Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
  8. Working skills in customer service.
  9. Working skills to support others of all skill levels in the use of technology.
  10. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic, and socio-economic backgrounds.
  11. Working skill in operating a personal computer, applicable software, and peripheral equipment, as well as learning and adapting to new and updated programs and technology.
  12. Must be available to work a flexible schedule, including evenings and weekends when required by the department's needs.
Essential Duties
    1. Oversee the online grading process, providing notice to faculty regarding the collection and processing of mid-term enrollment verification/grades and final grades, as well as all grade changes. Generate grade reports to students, distribute and follow up on grade-related reports. Advise faculty on the use of the online grading process through AccessEcc and communicate all changes in policy or procedures. Data entry, including Advanced Placement (AP) and College Level Examination Program (CLEP) scores, SAT score import, articulated high school credit, and proficiency credit.
    2. Responsible for processing auto completer process. Assist with graduation processing, including evaluation, certification, and notification. Assist with commencement activities, including organization of regalia, lineup order, and walking cards, pre-ceremony lineup and announcements, platform party order, organization of ushers, and execution of ceremony. Work special events, including new employee orientation, college night, new student orientation, and graduation.
    3. Assist students with information in person, phone, and computer. Assist students with records questions or help with our website when they call in, by email, live chat, etc. Research, analyze, and resolve student issues related to student records. Assist with the ongoing Records module testing, updates, enhancements, data cleanup, and issue resolution.
    4. Order, process, and deliver transcripts using all methods as needed. Scan and retrieve documents related to student records and other records-related activities.
    5. Process enrollment verification letters for reasons including but not limited to military recruiting, immigrations, and high schools.
    6. Ensure the collection, recording, maintaining, and reporting of student records within FERPA guidelines; e.g., grades, registration data, transcripts, applications, midterm verification, updating student history files, and athletic eligibility. Process Solomon amendment requests. Records-related projects, as assigned.
    7. Collaborate with admissions, registration, records, testing, and health profession departments to recommend and implement process improvements. Responsible for coding students admitted to health professions programs.
    8. Serve as backup for transcript specialist and registration, as needed.
    9. Maintain required training, licensure, and/or certifications.
    10. Maintain confidentiality of privileged information and adhere to applicable privacy laws.
    11. Demonstrate sensitivity, understanding, and respect of diverse populations within the workplace.
    12. Maintain an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
    13. Adhere to department guidelines for attendance and punctuality.
Other Duties

  2. Ability to work a flexible schedule, including days/evenings/weekends as needed by the department.
  3. Perform other job-related duties as assigned, which pertain to the job description.
Physical Demands

Sedentary (up to 10 lbs occasionally, sitting most of the time)

Visual Acuity

Close visual acuity (e.g., computer, assembly)

Work Environment

Moderate noise

Environmental Conditions

Typical office or administrative

Equal Employment Opportunity Statement

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state, or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College's EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.

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