Records Information Specialist (Specially Funded)

Maricopa Community Colleges District•Tempe, AZ

53d

About The Position

Provides program/site support utilizing MS Office products, Google, and other computer software to enter student registration, enrollment, demographic, attendance, and assessment data into program and state databases to support ADE Grant requirements; conducts audits for program location data including attendance, registrations and assessments; creates student digital files; supports data collection, using Excel/Google Sheets formulas and pivot tables for projects such as Workforce/Integrated Education and Training tracking and analysis; works collaboratively with managers and instructors to troubleshoot and resolve data issues; supports the Student Services Manager and Instructional Services Coordinator Senior with reports and other data research projects. Essential Functions 35% - Data Audits: Performs audits of attendance, registration, workforce training participation, and assessment of student data for program locations to align with state and federal grant guidelines. Oversees data team timeline for audit completion and accuracy. Researches and makes corrections to student data based on audit results and documents exceptions for review by location managers. Creates and modifies reports and data tracking applications based on the needs of the program or project. Promotes and maintains high data accuracy of student data and files according to program procedures in collaboration with location staff. 30% - Data Entry: Performs entry and audits of data (student demographic and intake/registration information, attendance, workforce training participation, assessment) into reporting databases with a high degree of accuracy. Manages location Learning Management System student enrollment to assure availability of seats and ensure student attendance goals are met. Retrieves learning management system (LMS) data for attendance entry. Communicates and works with location managers to ensure the accuracy of student data. Works with Instructional Services Coordinator Sr to continue developing efficiencies in data processes. 15% - Student data record-keeping: Creates and updates student digital files (SDFs) and attendance workbooks; creates and maintains student digital folders/files and archives as needed; links documents to student digital files; conducts peer audits of registration paperwork; supports Instructional Services Coordinator Sr. with projects, data collection, and surveys; assists with separating students from the program; utilizes computers and software daily. 10% - Support special projects: Creates and updates reports and data projects as needed for locations and the program at the direction of program manager and leadership. Supports data staff and locations with training on state level database and data applications. 10% - Other duties: Provides administrative support to managers and staff; participates in professional learning and training as required and other duties as assigned.

Responsibilities

Performs audits of attendance, registration, workforce training participation, and assessment of student data for program locations to align with state and federal grant guidelines.
Oversees data team timeline for audit completion and accuracy.
Researches and makes corrections to student data based on audit results and documents exceptions for review by location managers.
Creates and modifies reports and data tracking applications based on the needs of the program or project.
Promotes and maintains high data accuracy of student data and files according to program procedures in collaboration with location staff.
Performs entry and audits of data (student demographic and intake/registration information, attendance, workforce training participation, assessment) into reporting databases with a high degree of accuracy.
Manages location Learning Management System student enrollment to assure availability of seats and ensure student attendance goals are met.
Retrieves learning management system (LMS) data for attendance entry.
Communicates and works with location managers to ensure the accuracy of student data.
Works with Instructional Services Coordinator Sr to continue developing efficiencies in data processes.
Creates and updates student digital files (SDFs) and attendance workbooks
Creates and maintains student digital folders/files and archives as needed
Links documents to student digital files
Conducts peer audits of registration paperwork
Supports Instructional Services Coordinator Sr. with projects, data collection, and surveys
Assists with separating students from the program
Utilizes computers and software daily
Creates and updates reports and data projects as needed for locations and the program at the direction of program manager and leadership.
Supports data staff and locations with training on state level database and data applications.
Provides administrative support to managers and staff
Participates in professional learning and training as required and other duties as assigned.