Apply for Academic Records Specialist Role at Eastern Shore Community College

United States Job Openings

Eastern Shore Community College

Academic Records Specialist

PART TIME

October 16, 2024

Posting Summary

Working Title

Academic Records Specialist

Role Title

Education Support Spec II

Role Code

29143-SW

FLSA

Nonexempt

Pay Band

Position Number

284W0301

Agency

Eastern Shore Community College

Division

Eastern Shore Community College (Div)

Work Location

Accomack - 001

Hiring Range

$18.00 per hour

Emergency/Essential Personnel

EEO Category

E-Paraprofessional

Full Time or Part Time

Part Time

Does this position have telework options? -Telework options are subject to change based on business needs-

Does this position have a bilingual or multilingual skill requirement or preference?

Work Schedule

29 hours per week to be scheduled Monday through Friday between the hours of 8:30am and 5:00pm

Sensitive Position

Job Description

Eastern Shore Community College is a member of the Virginia Community College System. The College serves the residents of Accomack County and Northampton County as a two-year institution of higher learning. Operating under policies established by the State Board for Community Colleges and the Eastern Shore Community College Board, the college is financed primarily with state funds, supplemented by contributions from the two counties and the Eastern Shore Community College Foundation.

Position Summary:

This part-time position will support the functions of the Registrar’s Office with data-entry processing of course substitution and waiver requests, degree audits and posting for graduation purposes. This position provides administrative functions that impact enrollment, registration, graduation, and record integrity.

The Academic Records Specialist performs data-entry work in administering academic records processes. The duties associated with this position include but are not limited to processing records for incoming students, updating student records, degree audits, entering necessary course substitutions, and waivers and the updating college transfer evaluation systems. In addition, the Academic Records Specialist will perform clerical and administrative duties of answering phones, emails, etc. Furthermore, this position understands and provides guidance for Family Educational Rights to Privacy Act (FERPA) to the students, faculty, and staff.

Functional Responsibilities:

Support the Registrar & student services coworkers on the division of duties to ensure all tasks are attended to in a manner that is efficient and maintains high levels of quality and interoffice communication
Provide and manage student activation, registration, and course waitlist processes.
Process student enrollments, such as class drops, adds, and withdrawals and program plan changes.
Explain and enforce registrar-related policies and procedures.
Maintain student groups and manage account notations such as placement, holds, academic status, and GPA
Oversee the registrar functions of the graduation process and assist others with commencement and disseminating diplomas
Accurately maintain and report student records, grades, and data in accordance with all regulatory requirements.
Process incoming and outgoing student transcripts.
Ensure compliance with FERPA guidelines.
Retain and dispose of records in accordance with applicable guidelines.
Set up and maintain the accuracy and integrity of academic programs and course information in the Student Information System
Display a positive, productive, and cooperative attitude in all interactions with students, faculty, staff, and the public
Assist with entering dual enrollment courses offered each semester into the student information system (People Soft)
Assist with creation and maintenance of the academic calendar
Liaise among college offices and provide information, communication, and support as requested
Make suggestions for improvement of services to faculty and students
Perform other duties as assigned.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

Demonstrated skills in the operation of a PC and variety of software programs (including Word, Excel, Access, Internet/Email) and experience with data entry into a large database.
Skill and ability to perform data entry with accuracy for inputting student information.
Skills in scanning records and maintaining an accurate database.
Ability to organize, key, edit and accurately proof large documents.
Effective organizational skills.
Ability to handle multiple tasks and deadlines.
Ability to exercise sound judgment in handling confidential and sensitive issues.
Intermediate knowledge of information technology, hardware and software.
Ability to manage complex and detailed information and ensure accuracy.
Effective oral and written business communication skills.
Clerical or related experience.

Additional Considerations

Advanced computer skills in word processing, spreadsheet operations, and database management.
Experience working in educational environment preferably in records management.

Operation of a State Vehicle

Supervises Employees

Required Travel

Posting Detail Information

Posting Number

WGE_2219P

Recruitment Type

General Public - G

Number of Vacancies

Position End Date (if temporary)

Job Open Date

10/16/2024

Job Close Date

11/06/2024

Open Until Filled

Agency Website

Contact Name

Email

Phone Number

Special Instructions to Applicants

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link:

Additional Information

Background Check Statement Disclaimer

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement

The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.

ADA Statement

The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

We regret to inform you that this job opportunity is no longer available as it has expired

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