Records Assistant

Position Title: Records Assistant
Department: Records and Registration (RER)
Division: Enrollment Services (ENS)
Employee Status: Full-time
Position Type: Support Staff Association (SSA-Union)
Grade: 8
Salary: ($17.72 - $19.86 hourly)
FLSA: Non-Exempt
Business Hours: Monday - Thursday, 8am-6pm, Friday 8am-5pm (May be required to work some evenings and weekends)
Classification: Clerical
Issued: July 16, 2007
Revised: 08/09, 07/14, 06/18, 10/20, 09/25
Priorty Application Deadline: October 3, 2025

Reporting Relationships
Reports to: Registar/Director of Records and Registration
Supervision Exercised: May supervise student workers

Job Summary
Under general supervision, the Records Assistant plays a pivotal role in the operations of the Records and Registration Office by ensuring the accuracy, security, and integrity of student academic records. This position is responsible for managing complex enrollment and registration processes, interpreting college and state policies, and providing guidance to students, faculty, and staff on academic regulations and procedures. The Records Assistant coordinates high-volume data processing, monitors compliance with federal (FERPA, Title IV), state, and institutional requirements, and supports technological systems that maintain the student information database. The position requires independent judgment, problem-solving skills, and the ability to prioritize tasks in a fast-paced environment. The Records Assistant is also expected to identify and implement process improvements, develop training resources, and contribute to office-wide initiatives that enhance student success and service delivery.

Essential Duties and Responsibilities include the following. Related duties may be assigned.

• Maintain and update student academic records in compliance with institutional, state, and federal regulations.
• Interpret and apply academic policies and procedures for students, faculty, and staff, ensuring consistency and fairness.
• Resolve escalated or complex student record issues requiring independent judgment.
• Process student registration activities, including adds, drops, withdrawals, and late registration appeals.
• Coordinate transcript requests, degree verifications, and enrollment certifications, ensuring accuracy and timeliness.
• Manage grade-related processes, including grade submissions, changes, and academic standing updates.
• Support transfer credit evaluation and posting in accordance with institutional policies.
• Support degree audit processing, graduation applications, and awarding of credentials.
• Generate and analyze enrollment and compliance reports for leadership and external agencies.
• Assist with Registrar’s National Student Clearinghouse reporting, to ensuring compliance and resolution of errors.
• Collaborate with IT, Institutional Research, and Financial Aid on system testing, upgrades, and process improvements.
• Provide frontline service to students, faculty, and staff, delivering guidance on registration and records issues.
• Deliver authoritative guidance on FERPA regulations and confidentiality practices.
• Train, supervise, and evaluate student workers or temporary staff supporting records operations.
• Develop training materials, job aids, and resources for staff and faculty related to records processes.
• Participate in cross-functional committees and task forces to improve enrollment and retention services.
• Identify opportunities for process improvements and lead implementation of updated workflows.
• Support document imaging, indexing, and digital record maintenance to ensure secure access and retention.
• Audit records for accuracy, identifying and correcting errors proactively.
• Assist with residency verification, repeat course processing, and prerequisite enforcement.
• Monitor compliance with financial aid enrollment requirements and notify appropriate offices of discrepancies.
• Assist with commencement preparation, including graduation lists, diplomas, and honors recognition.
• Provide support during peak enrollment and registration periods, requiring flexibility and extended hours.
• Serve as liaison with academic departments, advising, and student services to coordinate records-related processes.
• Perform other related duties as assigned in support of Records and Registration operations.
• Regular attendance is expected.
• Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.

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, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications
Associate’s degree. The candidate must have two years of experience in management, education, or student services. Possess knowledge of data collection, reporting, and analysis to support enrollment and recruitment strategies, and be highly proficient with Microsoft Office Suite and other relevant applications.
A valid driver’s license is required, and the ability to travel locally for recruitment activities is expected.

Preferred Qualifications
Bachelor’s degree in Education or a related field is preferred.
Experience engaging with underrepresented or minority communities within the district is preferred.
Bi-lingual proficiency (Spanish) is highly desirable. Experience working in a community college or higher education setting preferred.

Required Attributes
Strong oral and written communication skills are essential, along with demonstrated ability to work effectively with diverse student, faculty, and staff populations. Excellent interpersonal, written, and verbal skills; knowledge of career development and student development as it applies to a diverse student population; and familiarity with employment practices and trends in public and private sectors.

Work Environment
While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear.