Records Specialist

Cape Fear Community College•Wilmington - Downtown Campus, NC

About The Position

The Records Specialist oversees academic records and supports other assignments in Student Services. The role helps ensure College programs and reporting procedures are accurate and comply with North Carolina Community College System guidelines and the State Board of Community Colleges Code. This includes ongoing monitoring of programs and procedures and internal reviews of Institution Class Reports for curriculum and continuing education classes, as well as monitoring local educational programs. The Records Specialist supports the Registrar’s Office through data entry, maintenance and preparation of student records, resolving student-record and system errors, assisting with faculty grading and attendance, and preparing reports and other materials for the start and end of semesters. The position receives general supervision from the Assistant Registrar and exercises no supervision. Work may involve long hours during reporting periods, evenings or weekends, and some travel for college-related events.

Requirements

Associate’s degree, or a high school diploma with at least two years of related experience.
Knowledge of general auditing principles and procedures.
Organized and thorough, with attention to detail and high-quality standards.
Excellent written and oral communication, problem-solving, organizational, and interpersonal skills.
Experience working in challenging, fast-paced environments where multitasking is essential.
Proficiency with Microsoft Office and/or Google Suite applications.
Ability to establish and maintain cooperative working relationships.
Ability to interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations.
Ability to communicate clearly and respectfully, verbally and in writing.
Ability to maintain the audio-visual discrimination and perception needed to make observations, read and write, communicate, operate assigned equipment, and handle varied tasks simultaneously.
Ability to maintain physical condition appropriate to assigned duties, including standing or sitting for extended periods, operating assigned equipment, handling varied tasks, bending, stooping, climbing, or lifting up to 50 pounds.
Ability to make sound decisions, respond to questions, and demonstrate intellectual capability.
Ability to work long hours during reporting periods and potentially evenings or weekends.

Nice To Haves

Experience with Ellucian Colleague, Informer, and records-retention software.
Demonstrated knowledge of student records practices and methods accepted in higher education.
Knowledge of applicable federal, state, and local policies, procedures, rules, and regulations affecting College educational programs.
Knowledge of applicable sections of the Community College Laws of North Carolina, the North Carolina Administrative Code, Title 23, and the State Board of Community Colleges Code.
Knowledge of program audit principles and procedures for curriculum and continuing education programs.

Responsibilities

Conduct ongoing internal program audits of curriculum and continuing education records, reports, supporting documentation, and programs.
Recommend improvements to the accuracy and efficiency of programs and reporting procedures when appropriate.
Assist with submitting the Institution’s curriculum and continuing education Class Reports each semester and ensure their accuracy and timeliness.
Manage records, including storage, scanning and indexing, retention, disposition, planning, prioritization, review, and information verification.
Work with others to create workflows and improve efficiencies.
Enforce FERPA requirements and maintain strict confidentiality of student records and sensitive information.
Review assigned student and class records for completeness and verify that required documents and information are correct and on file.
Use the College information system to verify class and student information, reconcile data, and run and print reports.
Maintain an up-to-date log of reviewed records, needed corrections, and information requests.
Refer inquiries about compliance, policies, and procedures to the Assistant Registrar.
Participate in departmental meetings, trainings, and College committees as assigned.
Assist, under the direction of the Assistant Registrar or Registrar, with coordinating external FTE compliance reviews with System Office compliance review staff.
Serve as a receptionist for visitors to Enrollment Services.
Assist the Enrollment Services department with data entry.
Respond to internal and external customer requests by phone, email, and in person.
Assist with other duties and special projects as assigned.
Perform other related duties and responsibilities as assigned.
Travel as needed to assist with College-related events.