"Student Records Coordinator"

Job Summary

The Student Records Coordinator provides administrative and academic support services for Georgia College & State University students, faculty, staff, and administration. This individual's primary responsibilities include managing records and end-of-term processes; assisting with degree audit and graduation clearance; certifying eligibility for NCAA athletes and Veterans Administration benefits; records retention; and ensuring the accurate collection of student information related to addresses, immunizations, and curriculum. This is a highly responsible professional position, and the quality of this individual's work has a direct effect on the integrity of the University, student success, compliance, and reporting. This is a twelve-month, full-time, on-campus position. This position reports to the University Registrar.

Responsibilities

Records Management - 30

• Coordinate the collection and maintenance of student data, including preparation for the semester academic data collection, ensuring accuracy and compliance with federal, state, system, and institutional standards and policies.
• Manage midterm and final grade collection and end-of-term processing.
• Coordinate process for transcript requests, enrollment and degree verifications, apostle requests, and other official documents.
• Coordinate and ensure accuracy for change of major, change of grade, student name and address changes, immunization, and other administrative processes.
• Coordinate the electronic storage of student records, including accurate scanning and indexing prior to record disposal.
• Ensure effective operation and accuracy of transcript services, both online and in-person.

VA and NCAA Athletic Certification - 30

• Serve as the Veteran Certifying Official for the University.
• Certify benefits for VA students, including conducting bi-monthly checks of student enrollment.
• Ensure that coursework completed using VA benefits is required for the degree.
• Certify NCAA athletes, verifying eligibility to play according to NCAA rules and regulations.
• Also assist with Course Program of Study inquires and approvals.

Auditing - 15

• Audit degree requirements for undergraduate and graduate students in accordance with University and University System of Georgia policies.
• Process course substitutions, petitions, adjustments, and waivers.
• Respond to degree requirement questions from faculty, staff, advisors, and students.
• Also assist with Course Program of Study inquiries.
• Assist with the graduation clearance and certification processes, including verifying all candidate data, conducting final audits for each degree candidate, and posting degrees and academic honors.

Records Retention - 10

• Maintain and purge records according to established records retention schedules.
• Coordinate appropriate storage and security for student records and other office documentation.

Customer Service - 10

• Serve as a point of contact for students, advisors, staff, and faculty regarding student records, transcripts, degree requirements, and VA and athletic certification.
• Participate in and promote customer service initiatives and efforts within the department.
• Provide superior customer service to students, faculty, staff, alumni, and the general public, while ensuring compliance with policy.
• Assist in-person visitors, answer phones, and respond promptly to direct and office email inquiries.
• Manage confidential communications and records in accordance with federal, state, system, and University policies.
• Support the University mission, strategic plan, and division and department goals.
• Promote effective communication and positive relationships with all members of the University community.

Other - 5

• Other duties as assigned

Required Qualifications

Educational Requirements

Bachelor's degree OR an equivalent combination of education and experience

Required Experience

At least one year of full-time employment. (Work experience as a student employee or graduate assistant will not be included in these calculations.)

Preferred Qualifications

Preferred Experience

• Prior experience working with student information systems and/or degree audit software
• Prior experience interpreting or enforcing academic policy
• Prior work experience in a face-to-face (in-person) higher education setting. (Work experience as a student employee or graduate assistant will not be included in these calculations.)

Required Documents to Attach

• Cover letter
• Resume that clearly outlines position, location, dates employed, job responsibilities, and supervisory/training responsibilities for previous and current employment.
• List of at least three professional references with contact information, including one immediate supervisor.

Knowledge, Skills, & Abilities

ABILITIES

• Ability to understand, interpret, integrate, and apply academic policy, including predicting potential effects of specific actions.
• Ability to work independently while completing projects in a timely, accurate manner.
• Ability to manage confidential records and communications in accordance with federal, state, and university policies.
• Ability to support students and serve as an integral member of a customer-service oriented team.

KNOWLEDGE

• Computer competency, including experience using e-mail, internet, word processing, spreadsheet, and database programs.

SKILLS

• Excellent organizational skills
• Excellent written, oral, and interpersonal communication skills

Other Information

This is not a supervisory position.
This position does not have any financial responsibilities.
This position will not be required to drive.
This role is not considered a position of trust.
This position does not require a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

Background Check

• Criminal Background Check
• Education Verification