Records Specialist
- Elgin, IL
- $48,047-64,062 per year
- Permanent
- Full-time
- Medical, Dental, Vision Insurance
- Life and Long-Term Disability Insurance
- Flexible Spending Account (FSA, DCA, Commuter)
- Retirement Plans (Pension, 457b, 403b)
- Time Off with Pay
- Professional Development/Expense
- Tuition Reimbursement
- Employee Assistance Program (EAP)
- Sick Banks
- Good knowledge of higher education structure including accreditations and institution types.
- Considerable skills in collaborating effectively with cross-functional teams.
- Considerable skills in researching and analyzing information to determine course equivalencies.
- Considerable skills in verbal and written communication.
- Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
- Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
- Working skills in customer service.
- Working skills to support others of all skill levels in the use of technology
- Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
- Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
- Must be available to work a flexible schedule, including evenings and weekends when required by the department's needs.
- Responsible for processing auto completer process. Assist with graduation processing including evaluation, certification, and notification. Assist with commencement activities including but not limited to: organization of regalia, lineup order and walking cards, pre-ceremony line up and announcements, platform party order, organization of ushers and execution of ceremony. Work special events including, but not limited to, new employee orientation, college night, new student orientation and graduation.
- Assist students with information in person, phone and computer. Assist students with records questions or help with our website when they call in, by email, live chat, etc. Research, analyze and resolve student issues related to student records. Assist with the ongoing Records module testing, updates, enhancements, data cleanup and issue resolution
- Order, process and deliver transcripts using all methods as needed. Scan and retrieve documents related to student records and other records related activities.
- Process enrollment verification letters for reasons including but not limited to military recruiting, immigrations and high schools.
- Ensure the collection, recording, maintaining and reporting of student records within FERPA guidelines; e.g. grades, registration data, transcripts, applications, midterm verification, updating student history files, and athletic eligibility. Process Solomon amendment requests. Records related projects, as assigned.
- Collaborating with admissions, registration, records, testing, and health profession departments to recommend and implement process improvements. Responsible for coding students admitted to health professions programs.
- Serve as back up for transcript specialist and registration, as needed.
- Maintains required training, licensure and/or certifications
- Maintains confidentiality of privileged information and adheres to applicable privacy laws
- Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
- Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
- Adheres to department guidelines for attendance and punctuality
- Perform other job-related duties as assigned which pertain to the job description.