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Student Records Manager

Employer
Reading Area Community College
Location
Reading, PA

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Employment Type
Full Time
Institution Type
Community College

Job Details

Application Instructions

Send a cover letter, resume, and three (3) professional references from previous supervisors, and one (1) professional reference from a colleague, to resumes@racc.edu

Please indicate the job code FAS-SRM in the subject line of your email.

After sending in your documents, please fill out the online Job Applicant Identifier form. RACC is an equal opportunity employer. In compliance with government regulations we are required to record numbers of job applicants by sex and ethnic category. We ask that you indicate your race or national origin and sex, but you are not required to provide this information. This information will not be kept with your application and will be used only in accordance with state and federal regulations.

Background Check

If you are chosen for this position, a background check will be required. Full details regarding the background check are available here.


Job Details Title:Student Records ManagerAnnounce date:04/16/2024Apply by date:4/30/2024Application status:Accepting ApplicationsPosition type: Full-time Salary:$55,000 - $65,000 per year

Working Hours:

Position normally requires working Monday through Friday but may require working occasional weekend hours based on the needs of the department. Will require working one evening per week as needed.

Summary:

The Student Records Manager is responsible for the establishment and maintenance of all credit and non-credit records and the processes to accomplish such. Specifically, the Student Records Manager needs to exhibit considerable initiative in addition to performing the below duties.

Year One Critical Success Factors:
  • Revise degree audits as changes are requested from the Division Deans
  • Learn the mass communication methods within the office and deliver as needed
Essential Duties and Responsibilities:
  1. Streamline Academic Records Management by overseeing grading, graduation, transcripts, and academic standing, with a focus on resolving discrepancies through diagnostic assessments.
  2. Facilitate Curriculum Management by coordinating course creation and degree audits, ensuring a seamless academic experience.
  3. Coordinate the graduation processing cycles and provide support for Student Services to assure a successful graduation process and ceremony in the Spring Semester.
  4. Manage the degree audit accuracy and Division Dean Waiver requests.
  5. Supervisor the Student workers within the Records Department.
  6. Ensure accurate recording of student demographics in a timely manner, while supervising transactional processes and rectifying errors promptly.
  7. Maintain continuous coverage in collaboration with the Student Records Quality Control Manager.
  8. Manage class cancellations notify students in the absence of the Assistant Director of Financial Aid/Registrar.
  9. Coordinate efficient Document Imaging processing for timely imaging of all documents, transitioning from paper files to electronic records.
  10. Develop and maintain an Administration Software Manual for Records management.
  11. Administer Cross Registration Programs and facilitate special program registrations like Dual Enrollment.
  12. Participate in CORE Team Committee activities and collaborate with the Registrar to establish and enforce policies compliant with Federal and State Regulations such as FERPA, Solomon Amendment, and the USA Patriot Act.
  13. Collaborate with the Student Records Quality Control Coordinator on National Clearinghouse service and online transcript processing, especially during peak times.
  14. Recommend enhancements for a cohesive "One-College" concept, particularly in the Community Education division.
  15. Serve as a liaison with campus departments to design, set up, and maintain electronic processing systems, ensuring efficient operations.
  16. Document enrollment processes uniformly for smooth transitions in case of staff turnover, covering critical areas like Financial Aid SAP and Academic Standings.
  17. Assist the Director in evaluating and improving Records Management operations.
  18. Provide necessary training to Student Records Quality Control Coordinator, Work-Studies, and Financial Aid staff on various systems and procedures.
  19. Develop and implement retention and disposal schedules for records management.
  20. Support in preparing presentations, including PowerPoint, and attend conferences, seminars, and webinars for updates on relevant topics such as Ellucian, Registrar Issues, and Financial Aid.
  21. Offer counter coverage as assigned by supervisors to maintain uninterrupted service.
  22. Perform other related job-duties as assigned by Supervisor.
Supervisory Responsibilities:

Directly supervises the Student Records Quality Control Coordinator and other full and part time employees as assigned. Carries out supervisory responsibilities in accordance with the Reading Area Community College policies, collective bargaining agreements and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Required:

  1. Associate Degree from an accredited college or university
  2. Two years of work experience in the field to include record degree audit creation, course creation, registration processing, auditing, customer service
  3. Prior supervisory experience with work-studies
  4. Two years’ college records experience

Preferred:

  1. Ellucian database management
  2. College records experience in a Community College setting
Communication Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of students, faculty, staff, outside groups and the general public.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to analyze statistical data.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual should have the ability to use Internet software; Spreadsheet software and Word Processing software. Must be able to format and prepare professional documents.

Certificates, Licenses, Registrations:

None required.

Other Skills and Abilities:
  • Excellent communication and public speaking skills.
  • Ability to work well with people.
  • Excellent one to one and group presentation skills.
  • Outstanding organizational skills.
  • Ability to establish and maintain positive relationships with a diverse student population.
  • Ability to work independently with great attention to detail.
Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Organization

Working at Reading Area Community College

Reading Area Community College (RACC) is a mid-size comprehensive community college located in historic Berks County, Pennsylvania in the City of Reading.  The College serves not only Berks County but draws students from the surrounding area.  Located less than 60 miles from Philadelphia and 50 miles from Harrisburg, Reading and its suburbs offers a quality-of-life, as well as access to major cultural, urban environments.               

The institution is committed to a philosophy of student success with an experienced, dedicated faculty and staff.  The academic portfolio includes 40-plus programs ranging from liberal arts to engineering, as well as a unique center devoted to cutting edge technologies supporting local businesses and industries.  The College has incorporated a strong commitment to technology and is adding each year to its online course offerings as well as blended, hybrid courses enabling the community year round access to quality education.  The College is also designated the only Hispanic Serving Institution (HSI) in Pennsylvania.

The College is looking to attract individuals who are interested in helping Reading Area Community College continue its evolution as a standard for opportunity, excellence, and hope for students. RACC is devoted to enabling students to fulfill their academic goals.   We particularly welcome applications from energetic, enthusiastic individuals who wish to be a part of a growing, thriving community college and who share this commitment.

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