"Veterans’ Certifying Official/Records & Registration Specialist - Office & Admin Specialist Senior"

Job Description

The Veterans’ Certifying Official/Records Registration Specialist provides registration, grading, graduation, transfer and records assistance to students, faculty and staff college-wide, ensuring student needs are met and the Records and Registration departments function efficiently.

This position coordinates with prospective and returning veterans on educational opportunities, the college application process, course registration, veterans’ educational benefits, satisfactory academic progress, and the transfer of military educational credit. This position certifies veterans’ educational and housing benefits, monitors monthly enrollment levels, reports changes each month, and carries out all other reporting duties associated with veterans’ benefits.

This position serves as the liaison between Minnesota West Community and Technical College, the U.S. and Minnesota Departments of Veterans’ Affairs, the Minnesota National Guard, the Minnesota Office of Higher Education, Minnesota State Colleges and Universities, and community service agencies.

PRINCIPLE RESPONSIBILITIES:

1. Records and Registration Specialist
   • Provide front-line support and assistance to students, faculty, and staff regarding a wide range of student records functions.
   • Ensure accuracy and integrity of student academic records in accordance with Federal regulations, including the Family Educational Rights and Privacy Act (FERPA), state data privacy laws, and institutional policies and procedures.
   • Assist in monitoring student records and registrations to assist in detecting fraudulent students. Process suspected fraudulent student records through the Registrar’s office, following the procedure outlined by the Minnesota State System Office.
   • Utilize the student information system (ISRS) and related platforms to enter, verify, update, and retrieve student data with a high degree of accuracy and attention to detail.
   • Collaborate with academic departments, advisors, and administrative offices to support consistent and efficient records-related processes.
   • Communicate policies and procedures to students and staff in a clear and professional manner; provide guidance and troubleshooting assistance as needed.
   • Maintain up-to-date knowledge of college, state, and federal regulations through participation in ongoing training sessions and professional development opportunities, regular department and cross-functional team meetings, institutional and systemwide communications and updates related to student records and registration processes.
   • Support cyclical and term-based operations such as term setup, enrollment verifications, grade processing, and commencement preparations.
   • Contribute to continuous improvement of workflows, documentation, and customer service practices related to student records and registration services.
2. Serve in the capacity of the Veterans Certifying Official for Minnesota West Community and Technical College
   • Serve as the primary point of contact for prospective and currently-enrolled veterans and their families across all 5 campus and 2 center locations of Minnesota West Community and Technical College regarding enrollment in eligible benefits.
   • Provide guidance to veteran students on educational opportunities, the college application process, course registration, financial aid, veterans’ educational benefits, satisfactory academic progress, and transfer of military educational credit.
   • Work with eligible students to resolve issues related to benefits to ensure students are receiving maximum benefits and all compliance requirements are met.
   • Certify veterans’ educational and housing benefits, monitor monthly enrollment levels, report enrollment changes monthly, report graduation dates, and perform all other reporting duties associated with veterans’ benefits in accordance with state and federal requirements.
   • Coordinate and supervise the Veterans Club for Veteran students. Coordinate activities and events for veterans and their families and serve as a resource and advocate for veterans.
   • Ensure compliance with all applicable state and federal regulations related to veterans’ benefits, reporting, and student eligibility requirements.
   • Manage student veteran funds and the veterans’ budget, including monitoring expenditures, reconciling accounts, and ensuring appropriate use of resources in alignment with institutional and regulatory guidelines.
   • Attend trainings and meetings to ensure knowledge is current.
3. Serve as Secondary Admissions Processor.
   • Serve as a secondary point of contact and support for admissions processing during peak periods, staff absences, or as needed to ensure continuity of service.
   • Support the evaluation and processing of transcripts, placement scores, and other required admissions documents.
   • Collaborate with the admissions team to troubleshoot issues, maintain data integrity, and provide high- quality customer service to applicants.
   • Stay informed of current admissions procedures, deadlines, and policy changes to ensure accurate and effective backup support.
   • Participate in cross-training and documentation of admissions-related tasks to maintain preparedness for backup responsibilities.
4. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner. Examples include but are not limited to: outreach efforts to current and prospective students, attending workshops or conferences, serving on committees and assisting other offices in Student Services. Participate in college events, such as orientation/registration sessions, resource fairs, commencement, etc.

Salary Range:

$22.23 - $30.09 hourly

Minimum Qualifications

• Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
• Ability to respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated complaints or disputes.
• Ability to interpret and explain program information to customers, clients, and coworkers such as policy, procedures, eligibility requirements, application details, and payment methods.
• Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.
• Knowledge of computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.
• Skill in document and records management sufficient to maintain electronic or paper files for efficient organization and retrieval of information.
• Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation.

Preferred Qualifications

• Associates degree or higher in a relevant field.
• One or more years of professional experience working with Veterans Services or related programs; or with Records and Registration at a higher education institution.
• Experience within higher education student services, preferably in the Minnesota State College and Universities system.
• Working knowledge of Federal and State regulations governing Veterans services and programing.
• Experience using Minnesota State ISRS Systems and Image Now.
• Knowledge of all Minnesota West Community and Technical College academic programs.
• Organizational skills sufficient to perform detailed record keeping data collection.
• Knowledge of institutional and Minnesota State policies and procedures governing records and registration processes, or ability to obtain knowledge.
• Ability to maintain the confidentiality of private information according to law, rules, policies and procedures is essential.
• Ability to communicate with students, parents, faculty and staff in a second language, other than English.

Other Requirements

You must apply online and attach an electronic cover letter and resume to your online application in order to be considered for this position. All applicants must be able to lawfully accept employment in the United States at the time of employment. In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check

Work Shift (Hours / Days of work)

Monday - Friday 8:00am - 4:30pm

Telework (Yes/No)

No

About Minnesota West Community and Technical College

Minnesota West Community and Technical College is a student-centered, open-access community and technical college within the Minnesota State Colleges and Universities system. The college provides transfer, occupational and career programs, workforce training, educational outreach and life-long learning opportunities. The College is committed to accomplishing its mission: Dedicated to serving the varied educational needs of our diverse populations in affordable, accessible and supportive settings.

Minnesota West Community and Technical College is a comprehensive community and technical college with five southwestern Minnesota campuses: Canby, Granite Falls, Jackson, Pipestone, and Worthington and learning centers in Luverne and Marshall Minnesota. Students have the opportunity to earn an Associate Degree, Diploma, or Certificate in more than 60 disciplines.