"Director of Records and Reports"

Job Summary

Reporting to the District Director of Admissions and Records, the Director of Records and Reports is responsible for overseeing all records maintenance, graduation, commencement preparation, National Student Clearinghouse (NSC) enrollment reporting, directory and subpoena responses, and the transcript evaluation processes.

Primary Duties and Responsibilities

• Essential Performance Requirements: Leads, directs, and coordinates records, graduation, and transcript evaluation staff to support National Student Clearinghouse reporting, graduation processes, Reverse Transfer degree awarding, end of semester processes, commencement preparation, academic program and grade changes, credit by exam/experience, transcript requests/enrollment verifications, data audits for preliminary reporting cleanup, records maintenance, and transfer credit evaluation.
• Interprets college and state policy and implements procedures pertaining to state report data quality and student records maintenance integrity.
• Serves as the primary administrator for NSC including renewals of NSC Memorandum of Understanding (MOU).
• Serves as the primary administrator for Parchment transcript fulfillment.
• Serves as primary point of contact and fulfills directory list requests and subpoena responses in compliance with the Family Educational Right and Privacy Act of 1974 (FERPA) along with requests for Apostille Transcripts and enrollment verification.
• Assists with training for Admissions and Registrar staff to promote accurate and consistent procedures throughout the District.
• Assesses equipment needs and maintains an inventory of forms used in areas of responsibility; reviews, updates, and revises key printed forms; creates and maintains form workflows where appropriate.
• General Supervision and Management: Supervises assigned direct reports with the responsibilities of hiring, training, evaluating, and mentoring. Provides leadership for the Records, Graduation, and Transfer Evaluation teams.
• Service Excellence: Participates on behalf of the College in external community organizations and associations as assigned to support the essential performance requirements. Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite. Completes all required training and professional development sessions sponsored through Tarrant County College (TCC). Supports the mission, values, goals, and principles of the College.
• Supervision: Works under the general supervision of the District Director of Admissions and Records. Performs Other Related Tasks as Required.

Required Minimum Qualifications

Master's degree. Five (5) years working experience related to the Essential Performance Requirements. Three (3) years' experience supervising (e.g., managing and evaluating the performance of others).

Preferred Qualifications

At least one (1) year’s working experience in a large, multi-campus, higher education environment related to the essential performance requirements.

Knowledge, Skills and Abilities

• Knowledge of Ellucian Colleague or similar higher education student records system, relevant to the functions noted in the Essential Performance Requirements.
• Knowledge of budget preparation and expense control processes.
• Knowledge of procurement processes (vendor agreements, bid requirements, etc.).
• Skilled in excellent customer service and interpersonal relationships.
• Skilled in oral, electronic, and written communications.
• Skilled using computerized applications and enterprise systems, including word processing, spreadsheet, and presentation software.
• Ability to work effectively in a collaborative environment.
• Ability to perform and prioritize multiple tasks seamlessly while exhibiting strong attention to detail and organization.
• Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied, and unpredictable in scope and volume.
• Ability to analyze technical, financial and legal documents and records and provide sound recommendations based on policy, procedure, practice, and existing regulations.
• Ability to delegate work appropriately to staff to meet College and campus deliverables.

Physical Demands and Work Environment

The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.

Accommodation/EEO Statement

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.