Student Records & College Resource Specialist

Description

Edison State Community College invites qualified candidates to apply for the full-time position of Student Records & College Resource Specialist. The Student Records & College Resource Specialist serves as a primary contact and provides high quality customer service and operational support at the Edison State Greenville Campus. This position provides technical, programmatic, and process support to the Registrar’s Office. This position also assists prospective and current students, families of students, employees, and the general public with prospect information, admissions, financial aid, career services, disability services, and registration with a goal of addressing 80% of inquiries without referral. This position is located at the Edison State Greenville Campus but provides support to all Edison State locations. Travel to other Edison State campuses may be required occasionally.

Examples of Duties

Functional Responsibilities:

• Serve as a contact for internal and external customers, providing necessary information and assistance in the areas of admissions, advising, student success, financial aid, registration, career services, disability services, Edison State programs, processes, and procedures.
• Assist students with the completion of various forms, processes, and registration. Distribute and collect necessary student documents.
• Proctor student placement testing.
• Process requests and complete data entry of many different pieces of student information and filing of student documents. Maintains security of all Student Records in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 as amended.
• Make appointments for students with student services staff and for campus events e.g. orientation and placement testing.
• Retrieve information from Ellucian Colleague as needed.
• Respond to e-mails and voicemails requesting assistance with registration, financial aid, and general information. Manage registration email and respond to/process any incoming requests.
• Assist with on campus college events.
• Provide support to faculty, current & prospective students, and other internal customers as necessary.
• Schedule and run routine office production such as but not limited to transfer credit, information reporting, and distribution of advisor reports.
• Assist with beginning-of-term, end-of-term, and graduation maintenance programs in Colleague.
• Assist with change of major and advisor assignments for all student requests.
• Enter information into the student module such as new student data and adjust student data as required.
• Assist with transcript requests, records maintenance, and other student information updates.
• Process incoming college transcripts and prepare them for evaluation which includes verifying authenticity.
• Assist in processing new and returning student applications in the Recruit CRM system.
• Post non-course and credit-by-exam credits to Student Records.
• Assist the Registrar’s Office with electronic records management, retirement, and retention.
• Process grade change form from instructors, in school deferment requests, and letters of verification.
• Work closely with the Colleague system administrators in the Information Technology Services (ITS) office.
• Assist the Registrar’s Office with the computer training of staff members.
• Implement computer-related policies and procedures, make recommendations to the Registrar on the same, and maintain written documentation.
• Make appropriate contacts in case of reported emergencies.
• Other duties as assigned by the Registrar and Director of Enrollment Management.

Qualifications

Required Knowledge, Skills, and Personal Qualifications:

• Excellent communication and customer service skills with phone and interpersonal etiquette.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Ability to interpret published materials, respond clearly to employee questions, and maintain a positive supportive demeanor.
• Knowledge of current practices related to Records and Registration, Student Services, and Admissions.
• Proven ability to continually adapt to technology to enhance services.
• Knowledge of state, federal, and institutional policies and procedures related to enrollment services and records management.
• Demonstrated ability entering and extracting information from the Ellucian Colleague System.
• This person must have the ability to react to staff requests in a timely and courteous manner.
• The successful candidate must be organized, flexible, a self-starter, and be willing to work as a team member.

• Two years relevant experience with progressive growth in responsibilities within a Student Affairs Office.
• Prior experience with Ellucian Colleague system preferred.

• Associate degree required.
• Formal training in Ellucian Colleague preferred.

Supplemental Information

Other:
Some evenings and weekends required.
Supervisory Responsibilities:
None

The following benefits are available to full-time Classified employees. Employees working less than thirty hours a week (1560 hours per year) are ineligible for health and life insurance benefits, as well as an alternative retirement option.
Health & Life Insurance
Edison State provides excellent medical and dental plans with cost-shared premiums.
The college offers a reimbursement program to share a portion of the employee's out-of-pocket expenses.
Each employee receives an accidental death and dismemberment insurance policy.
Retirement Benefits
Edison State Community College participates in the Ohio Public Employee Retirement System (OPERS).
Based upon the Ohio Revised Code, 10% of an Edison State employee's gross salary is deposited into their individual OPERS account. The college contributes an additional 14% which is not figured into the employee's base salary.
An option for an alternate retirement plan is also available for full-time employees. Employee and employer contributions would be the same as above.
Benefits that are not cost-shared by the college (available for payroll deduction):
Vision
Supplementary Life Insurance
403(b) Tax Deferred Annuities
Vacation
Classified employees receive 2 weeks of vacation each year which begins accruing on the employee's first pay period. After five years of employment with Edison State the classified employee will receive 3 weeks each year, after ten years this increases to 3.5 weeks, after fifteen years of service they will receive 4 weeks of vacation, after twenty years they will receive 4.5 weeks and this once again increases to 5 weeks after twenty-five years of employment with the college.
Sick Leave
Edison State employees receive 3 weeks of sick leave each year which begins accruing on the employees first pay period.
Holiday Pay
At the start of their employment employees are eligible to receive pay for the 11 holidays for which the campus is closed.
Tuition Waiver
Edison State employees receive 100% of their instructional fees waived for any Edison State courses they take.
Dependents (spouse or children) of full time Edison State employees receive the same 100% waiver for Edison State course instructional fees and dependents of part time employees receive a partial waiver.
Tuition Reimbursement
Edison State offers partial tuition reimbursement for continued education.
Health Club Contribution
Edison State will pay a portion of an employee's yearly premiums for a health club membership. Memberships to some local YMCA organizations can be payroll deducted.
The college also provides an on-site fitness center to employees, students and the community at no charge.