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Student Records & College Resource Specialist

Edison State Community College
Greenville, OH, OH
$16.67 Hourly

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Administrative Jobs
Technology, IT Support & Training
Employment Type
Full Time
Institution Type
Community College

Job Details


Edison State Community College invites qualified candidates to apply for the full-time position of Student Records & College Resource Specialist. The Student Records & College Resource Specialist serves as a primary contact and provides high quality customer service and operational support at the Edison State Greenville Campus. This position provides technical, programmatic, and process support to the Registrar’s Office. This position also assists prospective and current students, families of students, employees, and the general public with prospect information, admissions, financial aid, career services, disability services, and registration with a goal of addressing 80% of inquiries without referral. This position is located at the Edison State Greenville Campus but provides support to all Edison State locations. Travel to other Edison State campuses may be required occasionally.

To be considered, candidates should include cover letter, resume, transcripts, and three professional references when completing their online application. Edison State Community College is an EOE/AA Employer.
Examples of Duties

Functional Responsibilities:

  • Serve as a contact for internal and external customers, providing necessary information and assistance in the areas of admissions, advising, student success, financial aid, registration, career services, disability services, Edison State programs, processes, and procedures.
  • Assist students with the completion of various forms, processes, and registration. Distribute and collect necessary student documents.
  • Proctor student placement testing.
  • Process requests and complete data entry of many different pieces of student information and filing of student documents. Maintains security of all student records in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 as amended.
  • Make appointments for students with student services staff and for campus events e.g. orientation and placement testing.
  • Retrieve information from Ellucian Colleague as needed.
  • Respond to e-mails and voicemails requesting assistance with registration, financial aid, and general information. Manage registration email and respond to/process any incoming requests.
  • Assist with on campus college events.
  • Provide support to faculty, current & prospective students, and other internal customers as necessary.
  • Schedule and run routine office production such as but not limited to transfer credit, information reporting, and distribution of advisor reports.
  • Assist with beginning-of-term, end-of-term, and graduation maintenance programs in Colleague.
  • Assist with change of major and advisor assignments for all student requests.
  • Enter information into the student module such as new student data and adjust student data as required.
  • Assist with transcript requests, records maintenance, and other student information updates.
  • Process incoming college transcripts and prepare them for evaluation which includes verifying authenticity.
  • Assist in processing new and returning student applications in the Recruit CRM system.
  • Post non-course and credit-by-exam credits to student records.
  • Assist the Registrar’s Office with electronic records management, retirement, and retention.
  • Process grade change form from instructors, in school deferment requests, and letters of verification.
  • Work closely with the Colleague system administrators in the Information Technology Services (ITS) office.
  • Assist the Registrar’s Office with the computer training of staff members.
  • Implement computer-related policies and procedures, make recommendations to the Registrar on the same, and maintain written documentation.
  • Make appropriate contacts in case of reported emergencies.
  • Other duties as assigned by the Registrar and Director of Enrollment Management.
  • Qualifications

    Required Knowledge, Skills, and Personal Qualifications:

  • Excellent communication and customer service skills with phone and interpersonal etiquette.
  • Proficiency with Microsoft Word, Excel, and Outlook.
  • Ability to interpret published materials, respond clearly to employee questions, and maintain a positive supportive demeanor.
  • Knowledge of current practices related to Records and Registration, Student Services, and Admissions.
  • Proven ability to continually adapt to technology to enhance services.
  • Knowledge of state, federal, and institutional policies and procedures related to enrollment services and records management.
  • Demonstrated ability entering and extracting information from the Ellucian Colleague System.
  • This person must have the ability to react to staff requests in a timely and courteous manner.
  • The successful candidate must be organized, flexible, a self-starter, and be willing to work as a team member.
  • Experience:
  • Two years relevant experience with progressive growth in responsibilities
  • Prior experience with Ellucian Colleague system preferred.
  • Educational Background:
  • Associate degree required.
  • Formal training in Ellucian Colleague preferred.

  • Supplemental Information

    Some evenings and weekends required.

    Supervisory Responsibilities:


    Edison State Community College was chartered in 1973 under provisions of the Ohio Revised Code as the first general and technical college in Ohio. The college thus emerged without special local taxation as a two-year, public, co-educational, state-supported institution of higher learning. Under its charter it is authorized to offer studies in the arts and sciences, technical education and continuing education. By virtue of legislative action, the College's name was changed in 1977 from Edison State General and Technical College to Edison State Community College. After some years of using the revised name of Edison Community College, the College re-instituted the name Edison State Community College.

    From modest beginnings in 1973 in a rented facility, the College has grown in stages to its current campus, located on 131 acres in Piqua. Its enrollment and offerings have grown steadily during its brief history, from 309 students enrolled in 30 courses in 1973 to more than 3,000 students enrolled today in about 30 technical fields, a broad range of baccalaureate transfer programs, developmental course work, and continuing education offerings.  

    Edison State Community College offers five different degrees, two of which are designed for transferring to a four-year college or university, and three which prepare graduates for immediate employment. Providing modern campus facilities and leading-edge computer and Internet technology, Edison State Community College cannot be surpassed for its learning environment.

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