Student Records Specialist

College of Lake County•Grayslake, IL

13d•Onsite

About The Position

The Student Records Specialist is a member of the Student Records Department and works under the supervision of the Assistant Director, Student Records Services. The role specializes in transfer course evaluation and equivalency determinations, credit for prior learning, graduation eligibility, and the processing and maintenance of student records. The position is also substantially involved in reviewing graduation requests and determining whether students are eligible to graduate. The specialist analyzes student progress toward program completion and eligibility for graduation, transfer agreements, financial aid, and veterans’ benefits. They evaluate external transcripts, test scores, and other records; determine transfer course equivalencies; maintain transfer equivalency data; verify prerequisites; review academic advisement reports; and support degree conferral and auto-award processes. The role includes collaborating with academic departments and campus colleagues, responding to student and staff inquiries, supporting process improvement and technology implementations, and maintaining compliance with institutional and regulatory requirements, including FERPA. The position is full-time, 40 hours per week, with a schedule of 10:00 a.m.–6:30 p.m. Monday through Thursday and 8:00 a.m.–4:30 p.m. Friday. The stated pay is $20.80 per hour. The expected start date is October 5, 2026, and the work location is the Grayslake Campus.

Requirements

Bachelor’s degree required.
Two years of experience in higher education; experience in student records, admissions, advising, or curriculum management is preferred within this requirement.
Solid analytical skills, strong attention to detail, and excellent organizational skills, including the ability to plan and prioritize work.
Ability to work effectively and constructively with people of diverse cultures, language groups, and abilities, and to demonstrate sensitivity to the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students, faculty, and staff, including people with disabilities.
Ability to establish and maintain effective working relationships with people contacted through the course of work.
Ability to work in a highly collaborative environment.
Excellent oral and written communication skills and strong interpersonal skills.
Ability to handle situations with tact, persuasiveness, and diplomacy.
Ability to manage multiple workloads and meet deadlines.
Experience working independently, prioritizing workflow, solving problems, and making decisions.
Ability to use computer technology to access data, maintain records, generate reports, and communicate with others.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to work flexible hours, including some evening and weekend hours, consistent with student and program needs.

Nice To Haves

Experience with student information systems; PeopleSoft or Workday is preferred.
Experience in a community college setting.
Prior transfer credit evaluation experience.
Proficiency with student information systems and familiarity with transfer credit evaluation tools such as Transfer Evaluation System (TES).
Bilingual English/Spanish proficiency.

Responsibilities

Analyze student progress toward program completion and identify outstanding requirements related to graduation, transfer agreements, financial aid, and veterans’ benefits eligibility.
Evaluate external transcripts, test scores, and other records to determine transfer credit and course articulations, and ensure transfer credit and credit for prior learning are accurately and promptly recorded on official student records.
Collaborate with Deans, Academic Operations Managers, Department Chairs, and Program Coordinators to review course descriptions and syllabi and determine transfer credit equivalencies; update the TES database with new equivalencies.
Review course prerequisite verification requests, determine enrollment eligibility, and process requests when appropriate.
Contribute to the Student Records Department process manual by documenting processes and ensuring their accuracy and thoroughness.
Review student Academic Advisement Reports, identify issues or discrepancies, escalate them to the Business Analyst, and collaborate on resolutions.
Maintain current knowledge of transfer credit policies, articulation agreements, and accreditation standards.
Review and process graduation requests, evaluate student records and completion eligibility, confer credentials to student records when needed, and assist with auto-award graduation processing.
Follow institutional and regulatory policies, procedures, and standards; use self-appraisal to assess progress toward performance objectives and career goals.
Contribute expertise to process improvement and automation goals.
Respond to requests for assistance by phone, email, and in person.
Provide students with accurate and timely information about transfer credit evaluations, pre-evaluation equivalencies, prerequisite verification, student records, graduation processes, and related college policies and procedures.
Resolve transfer credit discrepancies with support from the assistant director.
Explain college requirements, policies, catalog years, transfer credit, and graduation processes to advisors, navigators, generalists, faculty, and staff.
Notify students when requests have been processed and explain their next steps.
Review paperwork, transcripts, and other documents to support student access, retention, and completion and confirm applicable proficiency, enrollment, and limited-enrollment requirements are met.
Enter and maintain transfer equivalency data in TES.
Assist with data set-ups and changes, testing, and future technology implementations.
Participate in college committees and functions and attend professional development opportunities, representing the Student Records Department.
Maintain compliance with State, Federal, and College policies and guidelines and adhere to FERPA regulations.
Perform other duties as assigned.