Records and Data Support Assistant/Alternative Program Specialist

Daemen College-posted 4 months ago
Full-time • Entry Level
Amherst, NY
Educational Services
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The Records and Data Support Assistant / Alternative Program Specialist works within a team to carry out duties for the Registrar's Office. This includes creating and managing the student's academic record. This position assists our campus community with processes that support registration, grading, transcription and graduation. The Records and Data Support Assistant / Alternative Program Specialist also provides entry-level support in the collection, organization, and maintenance of institutional data to support decision-making, reporting, and compliance functions across the university. They provide direct support services to students, the campus community, alumni, and the public. The Records and Data Support Assistant / Alternative Program Specialist will assist and support process improvement, testing and documentation of in-house procedures, particularly in areas of direct support such as transcripts, grading, registration, enrollment verification and other related Registrar processes.

  • Assist and support process improvement, testing and documentation of in-house procedures, particularly in areas of direct support such as transcripts, grading, registration, and other related Registrar processes.
  • Assist with the collection, entry, validation, and maintenance of institutional data from various departments.
  • Perform routine data integrity checks to ensure accuracy and consistency across databases.
  • Assist with the preparation of state, federal, and accreditor-mandated data reports (e.g., IPEDS, Middle States, NYSED).
  • Assist students and faculty with the Registration process in all phases including; schedule creation, advanced registration, drop/add, cancellations, petitions for enrollment and other registration needs for alternative programs.
  • Support alternative programs with grade collection process, which includes managing incomplete grades, grade changes, grade verification, missing grades and other academic grading needs.
  • Create, maintain and purge student academic files. This will require interaction with both a Student Information System as well as an E-filling system. This includes filing of appropriate documents and forms in files.
  • National Student Clearing House liaison including enrollment, degree verification reporting as well as error resolution.
  • Process and update information from Committees of Academic Standards for both Graduate and Undergraduate students; this includes Suspensions, Dismissals and changes in status.
  • Process and assist with intake of Admission files for new students.
  • Process and assist inactivating students as well as leaves and withdrawal requests.
  • Coordinate transcript request processing, tracking and other transcript support.
  • Data entry transfer credits for prospective incoming and current students.
  • Coordinate and support enrollment and degree verification processes. This includes loan verification or deferment needs.
  • Processing of professional licensure applications/certifications for Daemen alumni.
  • Perform grading support for students and faculty.
  • Coordinate enrollment data processing such as our attendance procedure and follow up. This includes the use of a student system to missed class information.
  • Processing of approved academic bankruptcies; authorized late withdrawals; posting of CLLE credit.
  • Assist faculty with inquiries regarding their course enrollments, class rosters, grading packages, etc.
  • Assist with processing of non-course degree requirement completion on student record.
  • Assist with student Prolonged Absences requests.
  • Process and coordinate student, faculty/instructor and/or other campus community forms.
  • Assist with office communications to the campus community as needed.
  • Support when needed, preparation and maintenance of the planned and current course files and academic schedule for each term. Support when needed individual room course assignments.
  • Support when needed, receptionist duties in the Registrar and Registration offices.
  • Must abide by Family Educational Rights and Privacy Act (FERPA) regulations and be able to exercise a high level of confidentiality in regard to student records.
  • Additional specific duties/projects as assigned by the Registrar and the Associate Registrar.
  • Experience in a customer-related field with the demonstrated ability to react to customers quickly, accurately, and congenially.
  • Experience or training that demonstrates strong organizational skills.
  • Must possess strong computer skills, including the ability to operate a student information systems or similar types of Enterprise Resource Planning software (ERP), as well as other common office software such as Word and Excel.
  • Attention to detail and the ability to follow through independently are essential. Effective critical thinking abilities are vital.
  • Strong oral and written communication skills for concise, friendly, tactful and effective communication.
  • Knowledge, experience with student information systems (SIS). Ellucian Colleague preferred or others such as Ellucian Banner, Oracle/PeopleSoft...
  • Experience working in higher education, particularly with academic records.
  • Knowledge and experience in system functional testing and/or creating functional process documentation.
  • Health insurance with an option of two plans: an HSA plan with the deductible funded by employer HSA contributions, or a copay plan.
  • Dental insurance through the Guardian network.
  • Vision insurance through the Guardian network, and an option between the VSP or Davis plans.
  • An 8% employer contribution to the retirement savings account when employees contribute just 5%.
  • Fully paid long term disability insurance, guaranteed-issue life insurance for new hires up to a volume of $150,000.
  • Tuition waiver for full-time employees and their qualified dependents. Entrance in Tuition Exchange scholarship opportunities to pursue education at other institutions.
  • Generous time off for administrative and staff employees.
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