Records Coordinator

Job description

Position Statement:

Founded in 2005, Georgia Gwinnett College (GGC) is the 31st member of the University System of Georgia. GGC is a premier 21st century liberal arts institution accredited by the Southern Association of Colleges and Schools Commission on Colleges. With a current enrollment of over 12,000 students, enrollment is projected to exceed 13,000 students in 2017, including both residential and commuter students. GGC’s innovative practices, caring culture, and extremely affordable tuition are changing the game in higher education and changing the future for students at all levels, of all ages, and from all walks of life. Gwinnett County (pop. 850,000+) is home to a variety of businesses, including organizations involved in health care, education and information technology.

Position Title:
Records Coordinator

Job Category:

Financial Aid - 6510410

Student Affairs

Required Documents:
Cover Letter, Resume

The Records Coordinator holds the primary responsibility for the coordination of all documents submitted to the Office of Financial Aid. This position is designed to have a central point of entry for all student records.

  • Review and sort all documents submitted to Financial Aid according to type and priority to determine if a document is complete; if the student has submitted accurate information; identifying conflicting information; determining which documents need to be returned to the student.
  • Collect and sort postal mail, email, and faxes.
  • Pulling and indexing documents from NextGen on a daily basis and move into BDM.
  • Prepare HOPE documents for processor review.
  • Review SOAPCOL and Surfer to determine other schools a student has attended.
  • Determine if all transcripts have been reviewed by the Registrar.
  • Communicate with students where there are incorrect or conflicting documents submitted.
  • Selective Service: review and update students Financial Aid records, pull a list of students whose Selective Service requirements are not satisfied, review the Selective Service website for registration and clear those who are registered, communicate with those students who have not yet registered.
  • Responsible for the Financial Aid email during non-peak periods.
  • Serve as backup for the Financial Aid Advocates.
  • Other duties as assigned.

Minimum and Preferred Qualifications:

Knowledge, Skills and Abilities:

  • Able to interpret, apply and explain complex federal and institutional policies to students, staff, and faculty.
  • Effective task and time management abilities.
  • Ability to manage multiple projects while also attending to daily/weekly/monthly and annual tasks.
  • Reliable and dependable attendance.
  • Ability to adapt to university computer systems quickly.

Minimum Qualifications:

  • High school diploma (GED)
  • One (1) to three (3) years of work experience in the field to include record keeping, auditing, customer service, or related work. (Two (2) years of student employment is equal to one (1) of full-time experience.)
  • Clear, correct, and effective written and verbal communication.

Preferred Qualifications:

  • Prefer experience with data management, Banner SCT

Position Disclosure:

Due to the volume of applications, applicants may not receive a reply from the College unless an applicant is selected for an interview. Review of applications will continue until positions are filled. Hiring is contingent upon eligibility to work in the United States and proof of eligibility will be contemporaneously required upon acceptance of an employment offer. Any resulting employment offers are contingent upon successful completion of a background investigation and credit check if applicable to the position, as determined by Georgia Gwinnett College in its sole discretion. Georgia Gwinnett College, a unit of the University System of Georgia, is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, color, gender, national origin, age, sexual orientation, disability or religion. Georgia is an open records state.

Physical Requirements

Position may require local travel. Ability to lift and carry files and materials. Ability to move from one office to another office on campus. Adequate vision, hearing and manual dexterity to interact with people in person, on the phone and in writing. Applicant must be able to perform the essential functions of the job, with or without reasonable accommodations.

Work Hours:
Position may require non-standard work hours (nights and weekends).

Position Status:






Diversity Profile: University



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Job No:
Posted: 2/28/2018
Application Due: 4/29/2018
Work Type: