Job Summary
The Records Specialist coordinates and maintains all Continuing Education and Corporate Training related courses per class to ensure proper compliance with internal and external agency procedures for all non-credit courses.
This position is responsible for course creation, records coordination with Registrars Office, Bursars Office billing, and reporting.
Works with all School of Continuing Education (SCE) Program Directors, Director of Corporate Training, and all Business Developers to ensure that state and local CE course procedures are implemented, billing is followed-up, and all reporting processes and deadlines are met on a timely basis for any continuing education (CE) courses.
Essential Functions
- Monitor and document student information concerning all CE courses to provide companies employee completion reports.
- Schedule courses using information management systems, for all customized CE courses.
- Coordinate, process, and maintain all computer documentation procedures for contract training and continuing education course records data entry, including participant registration, billing coding, and contract compliance.
- Process all new course addition, special topics, local need forms and/or course changes/revisions.
- Update system-wide course description inventory for customized courses.
- Refer to district Division of Extended Learning Staff Resource Page to locate non-credit classes syllabi as needed by Program Managers or Business Developers for upcoming courses.
- Back-up weekly process, distribute, and monitor all class rolls for courses, to ensure official course records are distributed, 3rd day class rolls are signed, returned timely, and accurately.
- Monitor and follow-up 3rd day class roll submissions to Registrar for state reporting.
- Stay current on information management system training.
- Stay up-to-date on Workforce Education Course Manual (WECM) compliance guidelines.
- Maintain ongoing communication with System Registrars Office to ensure compliance in state reporting.
- Responsible for quarterly monitoring of all class evaluation processing and data analysis reports processing.
- Process student registration in information management system.
- Process Departmental correspondence (invoices, contracts, evaluations, etc. ).
- Perform other duties, tasks and assignments as required.
Qualifications
Education & Experience
- Associates degree required
- 5 years of directly-related experience may be substituted for degree requirements
- 3 years of related Instructional, Customer Service, Workforce and/or Student Services Support experience required
- 2 years of Instructional Continuing Education and/or Student Services Support experience preferred
Licensing & Certification
- Valid Texas Driver License
Special Skills
- MS Office Programs
- Knowledge of Information Management Systems
- Some night and weekend work may be required
Competencies
- Delivering High Quality Work
- Accepting Responsibility
- Serving Customers
- Supporting Organizational Goals
- Driving Continuous Improvement
- Acting with Integrity
- Thinking Critically
- Managing Change
- Communicating Effectively
Working Conditions
General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.
The Organization
Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the countrys largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.
The Team
Play a central role at HCC as you keep our everyday operations running like clockwork. Youll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, youll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.
Location
Houston is a city with limitless possibilities:
- Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York Citys 55.
- Approximately 145 languages are spoken here.
- Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
- Houston is a major-league sports town, and dont forget the annual Houston Livestock Show & Rodeo.
- The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
- World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nations top institutions.
- With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houstons cultural scene.
- Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.
If this sounds like the role for you and youre ready to join an amazing team, please apply right away.