"Specialist, Records and Registration"

Job Summary

Position serves as a high-level subject matter expert in academic records management, student registration, transfer credit evaluation, and institutional compliance. Operating as a critical team member within Registrars Office, this role ensures accuracy, integrity, and security of student academic data while contributing directly to effectiveness of institutional operations, policy implementation, and student success initiatives. Specialist works across departments to resolve complex records and registration scenarios and serves as a point of contact for faculty, staff, and students.

Essential Functions

1. Transcript Evaluation and Transfer Credit Processing

Evaluate domestic and international transcripts for credit transfer eligibility, ensuring compliance with institutional policies, articulation agreements, and accreditation standards. Assess course equivalencies and applicability toward degree requirements, placement waivers, and general education in collaboration with faculty and academic departments. Manage international credential evaluations and maintain accurate student records in Student Information System (e.g., Banner). Provide clear guidance to students, faculty, and staff on transfer credit outcomes, appeals, and policy interpretation. Analyze nontraditional credits, such as military service and AP/CLEP, ensuring consistent and equitable application of transfer credit policies. Maintain organized, auditable records of all evaluations for reporting, accreditation, and compliance purposes. Work closely with Associate Registrar to resolve complex transfer scenarios and serve as a key resource for academic stakeholders.

2. Registration and Exception Processing

Execute core registration tasks, ensuring student enrollments are accurately processed and aligned with course prerequisites, academic standing, and institutional policies. Serve as a system expert for student registration within institutions Student Information System (e.g., Banner), identifying and resolving enrollment errors, holds, and technical issues. Process course adds, drops, withdrawals, and special registration requests in coordination with academic advisors, faculty, and student support staff. Analyze and correct registration data discrepancies to maintain clean and accurate student academic records. Monitor and respond to registration-related inquiries from students and departments, providing clear guidance and policy interpretation.

3. Parchment System Management - Transcripts and Diplomas

Serve as institutional expert and administrator for Parchment platform, managing all transcript and diploma workflows. Ensure timely processing and secure delivery of academic credentials in accordance with academic calendars and FERPA privacy laws. Troubleshoot technical issues within platform and serve as liaison to IT. Provide high-level support to students and external requestors on transcript and diploma-related concerns.

4. FERPA Compliance and Records Governance

Act as a subject matter expert on FERPA, interpreting and applying privacy regulations in all student record functions. Process consent forms, release authorizations, and revocations in accordance with institutional and legal guidelines. Monitor system access permissions to ensure compliance with student data privacy standards. Maintain documentation for FERPA-related compliance reviews and internal audits.

Other Duties

5. Institutional and Registrars Office Support

Provide comprehensive operational support to Registrars Office, managing official communication channels and ensuring timely response to student, faculty, and staff inquiries. Represent Registrars Office on cross-departmental committees and collaborative initiatives, including active participation on Commencement Committee. Contribute to Commencement planning and execution, including student communication, event coordination, and day-of ceremony support. Manage secure document uploads and facilitate issuance of student ID cards, ensuring verification standards and FERPA compliance. Assist in auditing academic records, maintaining data quality, and implementing policy and system updates. Uphold confidentiality and security of student information in all aspects of role. Deliver professional, service-oriented support for all student record functions, including enrollment verification, transcript processing, and document requests. Provide backup coverage at One Stop or Registrars front desk during staff absences or peak service periods. Support additional projects or initiatives aligned with institutional goals and Registrars Office priorities.

6. Other duties as assigned.

Accountabilities

Job Specifications

Minimum Qualifications: Associate degree required. Minimum 2 years experience of administrative support. Proficiency with Microsoft Office. Exceptional organizational skills, attention to detail, and problem-solving ability. Ability to work independently, manage multiple priorities, and provide high-level customer service. Additional Desirable Qualifications: At least 2 years of experience in a Registrars Office or equivalent academic records setting. Experience with student information systems (e.g., Banner). Strong knowledge of Family Education Rights and Privacy Act (FERPA) and student data confidentiality protocols. Ability to interpret academic policies and support implementation of office-wide systems or initiatives. Positions at Lake Michigan College require regular and predictable on-site attendance as an essential job function. Under certain circumstances, College may consider alternative work arrangements and will do so in compliance with and according to parameters outlined in Colleges Flexible Scheduling and Remote Work Options policy.

Salary Range

$16.42 - $20.60