Records Assistant II

Blue Ridge Community and Technical College•Martinsburg, WV

12d•Hybrid

About The Position

The Records Assistant II will manage and perform operations in the Office of the Registrar in areas of enrollment verifications, transfer articulation, Degree Works, reporting (such as the Clearinghouse), coordination of work with other campus departments, oversee the process of electronically storing of all student records, and the processing of admissions applications. This position is also responsible for the coordination of student workers. This position is responsible for ensuring the confidentiality of record processes to institution, state, and federal policies, as well as legal requirements governing the confidentiality of student records. This position is located at the Blue Ridge CTC Main Campus but may report to all Blue Ridge CTC locations as required to meet the needs of the position. This position will include managing a virtual office as needed. Some night and weekend work is required to assist with Enrollment Management functions. The incumbent must have the ability to solve problems as they arise. The position must be able to prove the legitimacy of credit awarded. Maintenance of data is critical in this position.

Requirements

High School diploma or GED
At least six months of prior management experience.
Applicant must have the ability to plan, organize, prioritize, and work independently.
Excellent interpersonal skills: ability to communicate effectively, both verbally and in writing, and to relate to others in a professional, helpful manner.
Computer literacy is critical and the ability to work with electronic record keeping and tracking systems.
Ability to multi-task and work cooperatively with others.
Must have the ability to confidentially maintain student records.
Understand the College, state, and federal regulations including AAACRAO and CAEL guidelines in evaluation of student records.
Understanding of the organization of public higher education systems.
Familiarity with issues faced by community college students, especially in rural settings.
Ability to relate to a diverse population.
Attention to detail and the ability to prioritize and meet deadlines.
Ability to analyze programs, identify solutions, and take appropriate action to resolve problems, using independent judgment and decision-making processes.
Ability to maintain composure when faced with difficult situations.
Demonstrated ability to work well with faculty, administrators, and students.
Ability to multi-task and organize, prioritize, and follow multiple projects and tasks through to completion with attention to detail.
Commitment to following all College policies and procedures.
Valid driver’s license required.

Nice To Haves

Associate’s degree preferred
Prior experience working in an office setting is preferred.

Responsibilities

Maintain and update an effective, accurate, and secure student records system adhering to federal, state, and institutional policies; including FERPA, HIPAA, and all institutional policies.
First point of contact for students contacting the Registrar’s Office via telephone, email, and text messaging with questions concerning their accounts.
Responsible for coordinating all aspects of document imaging for permanent student records.
Supervise and hire work study students.
Coordinate work assignments for student workers.
Daily processing of transfer admissions applications.
Provides transfer credit evaluations and data entry of student’s previous college course work.
Evaluate and enter academic credit from other institutions.
Evaluate and enter military training for credit and other non-traditional credit.
Maintain and perform processes in the transfer articulation and program degree audit module of the Banner system.
Process and print paper transcript requests as well as checking the online transcript requests daily.
Assist with data collections, survey assessments, and reports as needed.
Responsible for preparing and submitting information/documentation per subpoena and other legal requests (law offices, all court systems, federal probations, etc.).
Responsible for certification of student registration status and academic standing (current and past) for various state and outside agencies (licensing boards, potential employers, insurance agencies, financial aid reports, and federal government agencies).
Update the Student Clearinghouse records for accurate verification of current and previous student registration status.
Keep up to date on all rules and policies that govern the Office of the Registrar as set forth by FERPA, HIPAA, regional, state, and College regulations.
Assist in verifying and certifying associate and certificate degrees, typically, three times per year at the end of term.
Assist primary School Certifying Official with VA certifications and updating of veteran records.
Works the Welcome Desk and Testing Center as back-up coverage.
Availability and willingness to work a full 37.5 hours a week.
Availability and willingness to work a flexible schedule that could include early morning, evening hours, or Saturdays (for College recruitment events).
Performs assigned duties and any other duties to drive the College’s Vision, to fulfil the College’s Mission, and to abide by the College’s Values.