Specialist, Records

HCC•Houston, TX

1d•Onsite

About The Position

The Records Specialist coordinates and maintains records for Continuing Education and Corporate Training courses, ensuring compliance with internal and external procedures for non-credit courses. The role handles course creation and records coordination with the Registrar’s Office, billing coordination with the Bursar’s Office, and 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 processes and deadlines. The position monitors and documents student information, schedules customized courses, maintains course and participant records, processes registrations and course changes, and supports class-roll distribution and submission. It also coordinates evaluation processing and data-analysis reports, processes departmental correspondence, and maintains current knowledge of information-system training and Workforce Education Course Manual compliance guidelines. The role is based in a general office environment and may require work after hours, including weekends and holidays.

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.
Knowledge of MS Office programs.
Knowledge of information management systems.
Ability to perform job requirements with or without reasonable accommodations, including remaining stationary during the shift, moving items weighing up to 25 pounds, positioning oneself to operate job equipment, applying established protocols in a timely manner, accessing and managing information on technology devices, and communicating with others to accomplish job requirements.
Some night and weekend work may be required; after-hours work may include weekends and holidays.

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 provide employee completion reports to companies.
Schedule customized continuing education courses using information management systems.
Coordinate, process, and maintain computer documentation and records procedures 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 course syllabi on the district Division of Extended Learning Staff Resource Page as needed by Program Managers or Business Developers.
Back up the weekly process for distributing and monitoring class rolls; ensure official course records are distributed and third-day class rolls are signed and returned accurately and on time.
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 ongoing communication with the System Registrar’s Office to ensure compliance in state reporting.
Monitor class-evaluation processing and data-analysis report processing quarterly.
Process student registrations in the information management system.
Process departmental correspondence, including invoices, contracts, and evaluations.
Perform other duties, tasks, and assignments as required.