Specialist, Records

Houston Community College • Houston, TX

2d

About The Position

The Records Specialist coordinates and maintains records for all non-credit Continuing Education and Corporate Training courses, ensuring compliance with internal and external agency procedures. The position creates courses, coordinates records with the Registrar’s Office, supports Bursar’s Office billing, and prepares reporting. The Specialist works with School of Continuing Education Program Directors, the Director of Corporate Training, and Business Developers to implement state and local continuing education procedures, follow up on billing, and meet reporting requirements and deadlines.

Responsibilities include managing course and participant records, scheduling customized courses, processing registrations and course changes, maintaining documentation and contract compliance, coordinating class rolls and state reporting, and supporting evaluations, data analysis, and departmental correspondence. The role also requires staying current with information management system training and Workforce Education Course Manual compliance guidelines.

Requirements

• Associate’s degree required; five years of directly related experience may be substituted for the degree requirement.
• Three years of related instructional, customer service, workforce, and/or student services support experience required.
• Valid Texas Driver License.
• Proficiency with MS Office programs.
• Knowledge of information management systems.
• Some night and weekend work may be required.
• Must be able to perform the job requirements with or without reasonable accommodations, remain stationary during the shift, move items weighing up to 25 pounds, position oneself to operate job equipment, access and use technology devices, and communicate with others to complete job requirements.

Nice To Haves

• Two years of instructional continuing education and/or student services support experience preferred.

Responsibilities

• Monitor and document student information for continuing education courses and prepare employee completion reports for companies.
• Schedule customized continuing education courses using information management systems.
• Coordinate, process, and maintain computer documentation and records data entry for contract training and continuing education, including participant registration, billing coding, and contract compliance.
• Process new course additions, special topics, local need forms, and course changes or revisions.
• Update the system-wide course description inventory for customized courses.
• Locate non-credit class syllabi on the Division of Extended Learning Staff Resource Page as needed by Program Managers or Business Developers.
• Back up the weekly processing, distribution, and monitoring of class rolls, ensuring official records are distributed and third-day class rolls are signed, returned promptly, and accurately.
• Monitor and follow up on third-day class roll submissions to the Registrar for state reporting.
• Stay current on information management system training and Workforce Education Course Manual compliance guidelines.
• Maintain communication with the System Registrar’s Office to support compliance in state reporting.
• Monitor quarterly class evaluation processing and data analysis report processing.
• Process student registrations in the information management system.
• Process departmental correspondence, including invoices, contracts, and evaluations.
• Perform other duties, tasks, and assignments as required.

Benefits

• The organization states that it values employees and their contributions and promotes opportunities for professional growth and development.
• Positive working and learning environment that encourages involvement, innovation, and creativity.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree