Records Specialist

General Summary

The Odessa College Records Specialist provides comprehensive support to current, former, and prospective students, as well as faculty and staff, in matters related to student records and academic information. Responsibilities include records management, data retrieval, graduation processing, maintenance of student academic records, and assistance with enrollment and records-related inquiries. The Records Specialist ensures the accuracy, integrity, confidentiality, and accessibility of student information while maintaining compliance with institutional policies and applicable state and federal regulations. Through responsive customer service and effective records administration, this role supports Odessa Colleges commitment to student success, access, retention, and completion.

Specific Position Duties

• Process official transcript requests in accordance with institutional policies and applicable regulations.
• Assist with the receipt, evaluation, and posting of academic transcripts for new, returning, and transfer students.
• Enter and maintain transfer credit data within the Colleague student information system.
• Provide exceptional customer service by assisting students with Records Office-related inquiries and directing them to appropriate campus resources when necessary.
• Prepare and review degree audits utilizing the Colleague database system to support student academic progress and graduation eligibility.
• Process applications for graduation and certificates, ensuring accurate review and timely completion.
• Participate in the planning, preparation, rehearsal, and execution of Odessa College commencement ceremonies.
• Scan, index, and maintain incoming student records and assist with the digitization and preservation of archived records.
• Communicate and interpret Records Office policies, procedures, and regulations to students, faculty, staff, and administrators.
• Process official student record updates, including legal name changes and address changes, while maintaining record accuracy and confidentiality.
• Verify student enrollment, academic standing, and degree completion status as authorized and requested by students or approved external entities.
• Process grade point average (GPA) updates, grade changes, and incomplete grade contracts in accordance with institutional guidelines.
• Maintain an adequate supply of Records Office forms and documents and prepare copies as needed.
• Assist with on-campus and off-campus registration activities and enrollment events.
• Provide records and registration support services to both Credit and Continuing Education (Non-Credit) students.
• Maintain the confidentiality, integrity, and security of student records in compliance with applicable federal and state regulations, including FERPA.
• Support departmental operations and special projects as assigned.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or GED; experience in a higher education environment preferred.
• Proficient keyboarding and data entry skills with the ability to produce and maintain accurate records and professional-quality documents.
• Demonstrated ability to take initiative, assume responsibility, and perform effectively in a fast-paced environment.
• Strong verbal and written communication skills, including proper spelling, grammar, and punctuation.
• Proven ability to establish and maintain positive working relationships with the public and serve a diverse student population.
• Reliable and dependable, with a strong commitment to attendance and punctuality.
• Proficiency in standard office equipment and Microsoft Office applications.
• Ability to learn and follow established procedures while maintaining a high level of accuracy and attention to detail.
• Demonstrated ability to work collaboratively as part of a team.
• Must be willing to work a flexible schedule, including occasional evenings and Saturdays.