Student Records Specialist

Western Dakota Technical College • Rapid City, SD

3d • Onsite

About The Position

The Student Records Specialist is a non-exempt position responsible for ensuring the accuracy and integrity of student records by processing all student status and data changes, maintaining tracking and follow up of student progress in special programs, monitoring student testing, and providing front desk assistance. The Specialist will follow the policies and procedures adopted by WDTC to comply with the Family Educational Rights and Privacy Act (FERPA) in handling student information.

Requirements

• Associate degree or 2–3 years of related work experience required.
• Must demonstrate a positive, customer-service-oriented attitude.
• Communicate effectively and relate well to students, employees, and others.
• Work effectively in an environment with frequent interruptions.
• Build rapport with students.
• Demonstrate proficiency with email, word processing, spreadsheet software, and database entry.

Nice To Haves

• Post-secondary Registrar Office function and student advocacy, student services experience preferred.
• Ability to use email systems, word processing, and spreadsheet software.
• Ability to actively listen and to effectively communicate with others through written and oral communication.
• Ability to make decisions, delegate tasks, be innovative, negotiate, problem solve, resolve conflicts, hold yourself and other accountable, and work under pressure.
• Ability to collaborate effectively with people regardless of their race, color, religion, sex, national origin, disability, age, sexual orientation, genetic information, or job type.
• Actively contributes to the learning environment and collegial experience for students and employees; provide constructive and appropriate input and ideas to assist the college in decision making and process improvement.
• Utilize AI-enabled tools, when appropriate, to support and enhance daily job functions.

Responsibilities

• Administer all enrollment and academic record transactions, including course adds/drops, grade changes, incomplete grades, stackable credential progression, program changes, prior learning credit, withdrawals, last date of attendance, and other student record updates, ensuring accuracy, compliance with institutional policies, and timely processing.
• Maintain student records and student information system functions, including maintaining student files, ensuring record accuracy, processing transcript requests, supporting degree audits, coordinating course schedule adjustments, safeguarding confidential records, and ensuring compliance with institutional policies and FERPA regulations.
• Oversee the collection, tracking, and verification of additional application requirements for selective and special admission programs.
• Collaborate closely with Program Directors to review applicant progress, monitor admissions statuses, communicate eligibility decisions, and ensure all program-specific admission criteria and deadlines are met.
• Possess a high level of integrity in all interactions with students and employees and develop and nurture collaborative relationships with peers and leaders to support the team effort for student and college success.
• Keep abreast of and maintain strict adherence to all institutional, governmental, and accreditation policies, regulations, and codes of conduct.
• Assist all Enrollment Services Departments with projects as needed.
• Perform other duties as assigned.

Benefits

• Employment is contingent upon completion of a satisfactory background investigation.
• Western Dakota Technical College recruits candidates who are authorized to work in the United States or who may qualify for employer-sponsored H-1B status.
• The College does not provide employment-based permanent residency sponsorship.
• EOE/Statement of Non-Discrimination/Annual Security Report

What This Job Offers

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