Transcript and Verifications Specialist (FT), CFRN40825REC

College of DuPage•Glen Ellyn, IL

6d•Hybrid

About The Position

The College of DuPage is seeking a Transcript and Verifications Specialist to join their Office of Student Records. This full-time position is responsible for coordinating all aspects of official transcript ordering, production, and enrollment/degree verification. The specialist will also assist students with understanding their FERPA rights and managing their educational information. The role involves processing various types of requests, auditing transcripts for accuracy, researching and resolving issues, and communicating with students, faculty, and staff regarding policies and procedures. Additionally, the specialist will prepare specific licensure transcripts, compose verification letters, maintain course descriptions, and manage document imaging and retention according to regulations. The College of DuPage is a comprehensive community college committed to student success and fostering an inclusive and welcoming community environment.

Requirements

Associate Degree or equivalent combination of education and experience required.
Two years office experience with extensive public contact required.
High degree of accuracy and attention to detail required.
Commitment to providing exemplary customer service required.
Proficiency with MS Office required.

Nice To Haves

Bachelor Degree in related field preferred.
Three or more years' office experience in an academic environment.
Experience working in a Registrar's office preferred.

Responsibilities

Coordinate all aspects of the process for the ordering and production of official transcripts and enrollment and degree verification within the Office of Students Records.
Assist students with understanding their rights according to FERPA and the methods available to restrict or release their educational information.
Coordinate the processing of transcript requests received online, by fax, mail and in-person to ensure efficient and effective service.
Oversee the auditing of transcripts for accuracy.
Research missing grades on outgoing transcripts, with the help of the grading department.
Research all transcript problems and resolve them; including issues with online ordering and fee refunds with the assistance of Information Technology and Third Party Vendor.
Handle substantial phone and personal communication with students regarding transcript confidentiality.
Prepare real estate and cosmetology licensure transcripts with data received by program coordinators and Student Records for the issuance of official documents.
Process enrollment verification requests for students, federal, state and county agencies, prospective employers, banks (including student loads) and other academic institutions received online, by fax, mail or in-person.
Run student system process to produce enrollment verification reports from online student verification requests.
Reconcile report output to student initiated verification requests.
Verify student enrollment with specific schedule information for State of Illinois Restricted Driving Permit requirements.
Compose student-specific verification letter with class schedule information.
Communicate with students, staff and faculty regarding FERPA regulations and the process for which a student can request the release or restriction of their educational information.
Process and maintain FERPA Waivers to release educational information.
Communicate with faculty and staff to advise of the details of students' waiver requests.
Process and maintain FERPA Request to prevent Disclosure, updating the students' demographic records.
Maintain permanent course descriptions for Field Studies courses.
Process requests for course descriptions from students and academic institutions.
Compile statistics for official transcripts and enrollment and degree verifications.
Prepare FERPA, Verification and Transcript Request documents for imaging, verify accuracy of imaged documents.
Maintain documents according to Record Retention Policy, institutional, and state regulations.
Other related duties as assigned.