Assistant, Student Records

Northcentral Technical College•Wausau, WI

6d•Hybrid

About The Position

The Student Records Assistant maintains accurate and confidential student records and supports degree audits, transcript requests, graduation, enrollment verifications, certification processing, and Credit for Prior Learning (CPL). The position assists students and staff, supports academic requirements and system operations in the College’s Student Information System, and contributes to daily Student Records office operations. Position may support projects across Student Services and other areas of the College to advance institutional goals and student success. While the regular schedule follows standard business hours, flexibility is required for occasional evening, weekend, or travel to other locations based on college events or operational needs. Employees are expected to maintain cross-functional knowledge of all core responsibilities. Individuals may serve as the primary resource or subject-matter lead for specific areas based on departmental needs, expertise, and workload.

Requirements

One Year Certificate (or Equivalent)
<1 Year Experience
Ability to read, write and comprehend instructions, reports and emails; speak and may present information to groups.
Ability to add and subtract numbers using basic units of measurement.
Ability to apply common sense understanding to carry out written, oral, or diagrammed instructions; solve problems involving several concrete variables in standardized situations.
Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.
Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.

Nice To Haves

Experience in higher education or Student Services

Responsibilities

Process degree audits, manage graduation lists, and complete diploma processing.
Complete degree and enrollment verifications and respond to inquiries via phone, email, in person, and through the National Student Clearinghouse.
Adjust student schedules, including no-shows, adds/drops, withdrawals, and class cancellations.
Maintain and update permanent student records in compliance with FERPA, ensuring accuracy and confidentiality.
Track students in shared programs, process related state certification forms, and monitor combined grade point averages.
Process transcript inquiries and requests accurately and efficiently; coordinate with the College’s third-party transcript vendor.
Assist with nursing certification processes, including providing LPN NCLEX information and processing state certification forms.
Assist students with CPL inquiries involving life/work experience, exams, advanced standing, transcripted credit, military experience, and transfer credit.
Assist students in exploring CPL options as noted above, providing support throughout the CPL process, ensuring timely communication with students.
Support promotion of CPL awareness among faculty, staff, and to students through education, marketing and outreach to promote program growth.
Support development of promotional materials and communication strategies to enhance student engagement.
Collect, track and report CPL assessment data for institutional and external reporting.
Collaborate with Academic Excellence and faculty to explore and develop new CPL opportunities; support development of improved CPL processes for staff and students.
Assist in developing and maintaining academic requirements in the College’s Student Information System to support degree audits, accurate records, and reporting.
Troubleshoot, test and assist in issue resolution; stay current on system improvements, releases, and updates.
Support daily office operations by answering inquiries, maintain records, processing documentation, and assisting with special projects and other assigned tasks.