Assistant, Student Records

Thank you for your interest in a career at Northcentral Technical College (NTC).

NTC offers outstanding career opportunities on a modern campus with state-of-the-art technology that allows for a collaborative learning and work environment. Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off – including two paid closures for the winter holiday (Christmas – New Year) and summer (week of July 4th), for most full-time positions. NTC is “The College that Cares” and makes a difference in the lives of our employees and students. If you have the desire to help students while positively impacting the community, we’d love for you to join our team! See why our current employees did!

Job Summary

The Student Records Assistant maintains accurate and confidential student records and supports degree audits, transcript requests, graduation, enrollment verifications, certification processing, and Credit for Prior Learning (CPL). The position assists students and staff, supports academic requirements and system operations in the College’s Student Information System, and contributes to daily Student Records office operations.

Essential Functions and Responsibilities

Position may support projects across Student Services and other areas of the College to advance institutional goals and student success. While the regular schedule follows standard business hours, flexibility is required for occasional evening, weekend, or travel to other locations based on college events or operational needs. Employees are expected to maintain cross-functional knowledge of all core responsibilities. Individuals may serve as the primary resource or subject-matter lead for specific areas based on departmental needs, expertise, and workload.

Student Records Management

• Process degree audits, manage graduation lists, and complete diploma processing.
• Complete degree and enrollment verifications and respond to inquiries via phone, email, in person, and through the National Student Clearinghouse.
• Adjust student schedules, including no-shows, adds/drops, withdrawals, and class cancellations.
• Maintain and update permanent student records in compliance with FERPA, ensuring accuracy and confidentiality.
• Track students in shared programs, process related state certification forms, and monitor combined grade point averages.

Transcript and Certification Processing

• Process transcript inquiries and requests accurately and efficiently; coordinate with the College’s third-party transcript vendor.

• Assist with nursing certification processes, including providing LPN NCLEX information and processing state certification forms.

Credit for Prior Learning (CPL) Support & Coordination

• Assist students with CPL inquiries involving life/work experience, exams, advanced standing, transcripted credit, military experience, and transfer credit.
• Assist students in exploring CPL options as noted above, providing support throughout the CPL process, ensuring timely communication with students.
• Support promotion of CPL awareness among faculty, staff, and to students through education, marketing and outreach to promote program growth.
• Support development of promotional materials and communication strategies to enhance student engagement.
• Collect, track and report CPL assessment data for institutional and external reporting.
• Collaborate with Academic Excellence and faculty to explore and develop new CPL opportunities; support development of improved CPL processes for staff and students.

Student Information System & Administrative Support

• Assist in developing and maintaining academic requirements in the College’s Student Information System to support degree audits, accurate records, and reporting.
• Troubleshoot, test and assist in issue resolution; stay current on system improvements, releases, and updates.
• Support daily office operations by answering inquiries, maintain records, processing documentation, and assisting with special projects and other assigned tasks.

Minimum Qualifications Required

In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Education: One Year Certificate (or Equivalent)

Experience: <1 Year

Additional Experience Information:

Preferred: Experience in higher education or Student Services

Knowledge, Skills and Abilities

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.

Language Skills:

Ability to read, write and comprehend instructions, reports and emails; speak and may present information to groups.

Math Skills:

Ability to add and subtract numbers using basic units of measurement.

Reasoning Ability:

Ability to apply common sense understanding to carry out written, oral, or diagrammed instructions; solve problems involving several concrete variables in standardized situations.

Technical Skills:

Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.

Customer Service Skills:

Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.

Other Requirements

N/A

Physical Requirements

Carrying/Lifting 10-25 lbs: Low

Carrying/Lifting 25-50 lbs: N/A

Carrying/Lifting >50 lbs: N/A

Sitting: High

Standing/Walking/Climbing: Low

Squatting/Crouching/Kneeling/Bending: Low

Repetitive Hand/Foot Movement: High

Pushing/Pulling/Reaching Above Shoulder: Low

Work Environment

Indoor/Office Work Environment: High

Outdoor Weather Conditions: Low

Irritated or Agitated Individuals: Low

Hostile or Violent Individuals: N/A

Hazardous Fumes/Odors/Toxic Chemicals: N/A

Confined Spaces (as identified by OSHA): N/A

Work-Related Travel: Low

Smell Requirement: N/A

Specific Vision: High

Hearing: High

Taste: N/A