Records Representative

Northampton Community College•Bethlehem, PA

About The Position

The staff and faculty of Northampton Community College share a single goal: to help students transform their lives through education. It's a goal that reaps rewards thousands of times over the course of a career. Employees at Northampton receive competitive compensation and an array of benefits while working on campuses located in a region with a very high quality of life. We invite you to consider applying for one of our currently available positions. For more information on the College, please visit www.northampton.edu. For more information on life in the Lehigh Valley, please visit https://www.northampton.edu/human-resources/life-in-the-area.htm. NCC is strongly committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to identify their strengths or experiences in this area. Records Representative ~~~~~~~~~~~~~~~~~~~~~ This posting will close on: 08/27/2026 No further applications will be accepted on or after this date ~~~~~~~~~~~~~~~~~~~~~ CLASS III – RECORDS REPRESENTATIVE Primary Function: Support the Registrar’s Office by effectively managing the core responsibilities of the Records & Registration department such as course registration, add/drop process, course withdrawal, verification of attendance, grading, personal data updates and validation of submitted documents. This work requires the Records Specialist to work autonomously, demonstrate appropriate initiative, independent judgment, and problem-solving abilities to successfully accomplish the assigned tasks of the department. Within the context of a fast-paced, high-volume environment, the Records Specialist handles a wide range of complex tasks that are data-intense, technical, and confidential in nature. Additionally, the Records Specialist is responsible for exceptional customer service with a high degree of accuracy to all students, faculty and staff across various communication channels.

Requirements

high school diploma or GED
any combination of training and experience which would facilitate the performance of the above duties
ability to learn and use technology systems and tools on a daily basis
experience in data entry of detailed information, use of data, data analytics
proficient in college standard software such as Microsoft Office Suite and databases
aptitude for critical thinking in addressing complex issues using logic and reasoning to identify strengths, weaknesses, or alternative solutions in a fast paced environment
commitment to Diversity, Equity, and Inclusion
strong oral and written communication skills
adaptability, reliability, confidentiality
organization, prioritization, time management of work
ability to function as part of a team and work collaboratively within a team environment
customer service
minimum of three years of related experience

Responsibilities

Perform duties related to student records (a) Credit course registration including pre-requisite checks; monitor override requests; utilize reporting tools; knowledge of Workday processes (b) Non-credit course registration in bulk or for individuals (c) High school dual enrollment process including receipt of FERPA forms utilizing Workday for tracking and reporting; work in conjunction with the College Connections staff (d) Reactivation of former student records for completeness which includes validation of transcript information, legal name changes, current address and residency (e) Verification of participation and grades; monitor incomplete grades for deadlines and grade assignment; assist financial aid with process for Return to Title IX funds; contact faculty for confirmation of non-attendance (f) Process incoming transcripts from electronic and paper sources utilizing decision making for correct scanning, indexing, placement scoring, entry for credit evaluation; work with third party vendors of secure transcript transmission for any uncertainties; work within Workday and Feith or any future imaging and retention software. (g) Process outgoing transcripts for accuracy and assure there are no holds to prevent the transcript from being released; work in conjunction with the contracted third party vendor (h) Complete address verifications for admission applications; manage all returned mail to obtain current, valid address; update student information system accordingly with correct address and documentation (i) Process applications for selective admission programs by adding an application for new applicants to generate a student ID in a timely manner, check for all required transcripts and complete in both Feith and Workday, assist admissions staff by indicating complete student records for review (j) Verification, using Workday, of attendance for prospective employers, transfer schools, insurance, etc. (k) Educate students on features of student information system in areas such as registration, name/address/residency/SSN updates requiring documentation, location of academic advisor, change of major, degree progress, graduation application, etc. (l) Prepare graduation applications for review, maintain accurate file of graduates, prepare graduate file for submission to National Student Clearinghouse, serve on Commencement committee; monitor third party vendor site for requests of duplicate diplomas (m) Collaborate with academic schools to assist students, for missing verifications/grades; assure verification of participation is completed in a timely manner in order for financial aid disbursements to be issued; accountability of faculty for responsibility of timely and accurate record management (n) Regularly check and update the college website for accurate dates and information
Abide by FERPA, Family Educational Rights and Privacy Act, guidelines in all interaction with students, faculty, staff, and outside entities to maintain required compliance
Perform functions as directed: (a) Maintain an understanding of the student information system and the required functions to perform duties with accuracy; maintain an understanding of the responsibility of institutional academic record keeping and maintenance under the established document retention policy (b) Utilize problem solving and critical thinking skills to communicate with all constituencies in both oral and written form to resolve problems, changes or conflicts (c) Update electronic and paper correspondence and forms; maintain supply inventory, purchase necessary supplies (d) Maintain and operate office technology including personal computer, various printer types, copier, scanner; apply established office procedures for the secure opening and closing of the office (e) Assist in the process of the college’s records retention policy for maintenance and disposal of student records (f) Develop an understanding of all enrollment related offices for effective interaction with crossover tasks
Perform Reporting and Technology Functions: (a) Prepare reports using the student information system and college standard software; (b) Work with college contracted third party vendors and partners for assistance with integrated technology
Implement Special Responsibilities as assigned