Records and Graduation Assistant

Oklahoma City, OK
Apr 10, 2021
Employment Type
Full Time
Institution Type
Community College
Posting Number:


Classification Title:


Working Title:

Records and Graduation Assistant

Datatel Position ID:


Annual Hours:


Placement Range:

$24,960 - $31,200

Position Type:


Job Category:

Non-Exempt (Secretarial/Clerical)

General Description:

The function of the Records and Graduation Assistant is to contribute to the growth and well-being of the institution by providing support for activities related to a system for the creation and maintenance of student records in accordance with Federal, State and College regulations.

Reports To:

Records Coordinator

What position(s) reports to this position?:


Minimum Education/Experience:

One year of responsible customer service work experience, which demonstrates successful problem solving skills.

Required Knowledge, Skills & Abilities:

Computer literacy with knowledge of Microsoft Windows applications or comparable applications.

Demonstrated ability to work with attention to accuracy and detail.

Ability to relate and communicate effectively with diverse student and employee populations.

Positive communication and human relation skills.

Accurate keyboard/data-entry skills.

Physical Demands/Working Conditions:

Sedentary work: The person in this position may occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects.

This position requires the person to frequently move about the Records Office to perform the essential functions of the position.

This position requires the person to frequently communicate with and listen to students, faculty, staff and students to perform the essential functions of the position. Must be able to exchange accurate information in various situations.

This position frequently requires the person to operate a computer and other office equipment to perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.

This position requires the person to frequently remain in a standing and stationary position.

This position requires the person to occasionally position self to access materials that may be above head or at ground level.

This position requires the person to frequently position self and use upper and lower body to exert force up to 10 pounds to grasp, lift, or move materials or equipment.

This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

This position performs the essential functions in an indoor, office setting.

Preferred Qualifications:

Familiarity with automated student systems.

Experience in a community college environment.

Associates Degree.

Work Hours:

40 hours a week. This position will work the 8am – 5pm schedule. Some evenings required. Office is open on Mondays through Thursday from 8am-6pm, and Fridays from 8am-5pm. Some weekends required.


Registration & Records

Job Open Date:


Job Close Date:


Open Until Filled:


HR Contact:

Jordan Mannell

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter and resume.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance or questions, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

Job Duties (Position Specific):

(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

Job Duties (Duties Assignment Statement):

Provide customer service to all internal and external customers at Records and Graduation by greeting walk-ins and answering phones, as well as answering general questions related to graduation and records.

Assist students with creating and submitting graduation applications, academic forgiveness appeals, verification requests, readmission applications, residency appeals, and transcript orders.

Support a system for providing personalized enrollment verification’s to include enrollment status (full-time, part-time), dates of attendance, and/or degree completion of current and former students.

Evaluate, enter and scan all incoming transcripts as submitted (including high schools and college transcripts), for curricular requirements, degrees earned and post any deficiencies to the student record.

Electronically update biographical data (name changes, address changes, etc.), readmission status, residency, academic standing, and educational intent when applicable.

Support a system to audit all electronic student records, ensuring accurate additions to student files.

Update student electronic file in accordance with submission of any hard copy documents (name changes, number changes, etc.).

Coordinate proper archiving of permanent records and disposal of deactivated student records.

Assist Registration, Financial Aid and Student Success Advising by researching for and producing High School transcripts, transfer transcripts, GED certificates or other academic verification necessary during the registration process.

Provide accurate schedule and fee statement to student upon request; as well as certified schedules.

Assist in data entry of transfer transcripts and insure completion in a timely and efficient manner.

Support a system for updating National Student Clearinghouse records.

Assist with Annual Commencement Ceremony.

Advise the Records Coordinator of significant matters and support other staff in their goals and operational purposes.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

Similar jobs

Similar jobs