Specialist, Records - Southwest College

Houston Community College•Houston, TX

About The Position

The Records Specialist coordinates and maintains all Continuing Education and Corporate Training related courses per class to ensure proper compliance with internal and external agency procedures for all non-credit courses. This position is responsible for course creation, records coordination with Registrar’s Office, Bursar’s Office billing, and reporting. Works with all School of Continuing Education (SCE) Program Directors, Director of Corporate Training, and all Business Developers to ensure that state and local CE course procedures are implemented, billing is followed-up, and all reporting processes and deadlines are met on a timely basis for any continuing education (CE) courses.

Requirements

Associate’s degree required
5 years of directly-related experience may be substituted for degree requirements
3 years of related Instructional, Customer Service, Workforce and/or Student Services Support experience required
Valid Texas Driver License
MS Office Programs
Knowledge of Information Management Systems

Nice To Haves

2 years of Instructional Continuing Education and/or Student Services Support experience preferred

Responsibilities

Monitor and document student information concerning all CE courses to provide companies employee completion reports.
Schedule courses using information management systems, for all customized CE courses.
Coordinate, process, and maintain all computer documentation procedures for contract training and continuing education course records data entry, including participant registration, billing coding, and contract compliance.
Process all new course addition, special topics, local need forms and/or course changes/revisions.
Update system-wide course description inventory for customized courses.
Refer to district Division of Extended Learning Staff Resource Page to locate non-credit classes’ syllabi as needed by Program Managers or Business Developers for upcoming courses.
Back-up weekly process, distribute, and monitor all class rolls for courses, to ensure official course records are distributed, 3rd day class rolls are signed, returned timely, and accurately.
Monitor and follow-up 3rd day class roll submissions to Registrar for state reporting.
Stay current on information management system training.
Stay up-to-date on Workforce Education Course Manual (WECM) compliance guidelines.
Maintain ongoing communication with System Registrar’s Office to ensure compliance in state reporting.
Responsible for quarterly monitoring of all class evaluation processing and data analysis reports processing.
Process student registration in information management system.
Process Departmental correspondence (invoices, contracts, evaluations, etc. ).
Perform other duties, tasks and assignments as required.