Records Processing Specialist I

Texas State Technical College is tasked with contributing to the educational and economic development of the State of Texas through providing advanced technical programs. The Processing Specialist position is crucial to maintaining the integrity of all documents officially submitted to the Office of the Registrar. This person will be a member of a centralized processing team who will be responsible for the management and maintenance of a student’s record in accordance with college, state and federal policies, so that students are able to progress through their college career. As an Enrollment Management team member, this position will seek knowledge of and pledges to actively engage in a Culture of Caring striving to respond systematically to student needs and remove barriers that may prevent students from achieving their personal and professional goals. The effectiveness of this position will be determined through lead measures and goals focused on accurate and timely processing of documents that relate to goals for Enrollment Management division and college as a whole. This position reports to the assigned leader at their campus and is responsible for upholding the policies and practices consistent with the College mission and values of excellence, accountability, service and integrity.

• Employee will demonstrate TSTC Core values of Excellence, Accountability, Service and Integrity with internal and external stakeholders, customers, students and members of the community.

• Processing admission applications for all types of students including but not limited to: new, returning, dual credit, and corporate college applicants.
• Processing of registration or Schedule changes as applicable.
• Processing documents submitted by prospective applicants in the College’s Student Information System.
• Scanning and linking of documentation to a student record in the College’s Imaging System.
• Assigning communication tracks to applicants.

• Admissions and enrollment procedures.
• Provide guidance on acceptable forms of evidence for the Bacterial Meningitis vaccine or waiver information.
• Establishment of Residency and acceptable forms of evidence to support the establishment of a domicile, referring complex issues to Processing Specialist II or III.
• Forms and documentation to make changes to a student’s permanent record that may include but not limited to demographic information, social security number and or program updates.
• Identifies discrepancies and determines appropriate course of action, referring complex issues to Office of the Registrar Processing Specialist II or III.

• Management of inquiries received via departmental email account or “Chat”.
• Respond in a timely manner to all student inquiries received via email, text and phone systems;
• Collaborate with faculty and staff to respond to general student inquiries through a variety of communication methods, including in-person inquiry, telephone, email contacts and other communication modalities.
• Communicate to students in a clear and concise manner, update comments and document all conversations in the appropriate area using assigned customer relationship management tools.
• Possess a thorough understanding of college policies, procedures, requirements, and effectively communicate them to applicants and students.
• Other duties as assigned

• Minimum high school diploma with exceptional background. Associates degree in appropriate field from an accredited college or university preferred.
• Minimum one year customer service experience. Experience in higher education, admissions, records, financial aid, outreach, caseload management or a related field preferred.
• Thorough knowledge of college policies, procedures, and requirements.
• Skills in judgment and decision-making, problem solving.
• Ability to multitask.
• Knowledge of the applicable federal and state regulations governing areas related to the responsibilities of the position including the Federal Educational Rights and Privacy Act (FERPA) and ability to maintain strict confidentiality at all times.
• Skill in working independently and following through on assignments with minimal direction.
• Demonstrated ability to work effectively in a service environment that is subject to frequent interruptions and skill in setting priorities that accurately reflect the relative importance of job responsibilities.
• Demonstrated computer proficiency using Microsoft Office (Word, Excel, etc) or equivalent software, the internet, email messaging, and web-based software applications and experience using on-line student information systems.
• Ability to effectively, professionally, and tactfully interact and communicate, both orally and in writing with students, faculty, staff, and visitors. Skill in independently composing letters, memos, reports, and written communication materials using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
• Skill in accurate record keeping with strict attention to detail. Skill in organizing tasks, documents and materials with efficiency and accuracy.
• Must possess a valid Texas Driver’s license and be insurable by the State of Texas.
• Appropriate background check.
• This position will require a 5% or greater out-of-town travel that could extend overnight(s).
• This position may occasionally require 10% or more availability to work beyond regular hours of operation and/or weekends.
• This job description covers a position in which the percentage of time spent on the essential functions will vary based on the workload and will ultimately be determined by the supervisor.