Records and Reporting Coord

Title: Records and Reporting Coordinator

Department: Registrar's Office

Division: Academic

Supervisor: Registrar

Status: Full Time (39 hours per week)

Pay Rate: $14-$16 (depending on experience)

Purpose of the Job

The Records and Reporting Coordinator is responsible for managing and maintaining accurate student records and academic data in the student information system (SIS). This role builds and runs reports from the SIS, utilizing data visualization software and data query tools, and is responsible for preparing and submitting institutional reports to internal and external constituents and service providers. This role also oversees course creation and student registration.

Essential Functions and Responsibilities

• Respond to and resolve inquiries regarding academic data, student records, enrollment verifications, and internal/external reporting via phone, voicemail, and email
• Manage student records and academic data in the SIS, performing audits as needed
• Generate and present reports on academic metrics to internal and external stakeholders
• Complete mandatory external reporting to entities like the Department of Education and accrediting agencies
• Administer academic difficulty, course creation, and student registration processes in collaboration with rest of office
• Update course and section details in the SIS
• Coordinate data integration between SIS and scheduling software
• Process loan deferment forms
• Provide in-person assistance to students, staff, and faculty at the office
• Collaborate with the IT team to update and maintain accurate academic records
• Coordinate with various offices to create courses and register student cohorts
• Serve as a resource for data-related inquiries and provide guidance on data entry and reporting best practices

Other Duties and Responsibilities

• Ensure student record management processes align with other offices' processes (e.g., Admissions, Financial Aid, etc.)
• Digitize student files as able
• Assist students, staff, and faculty who come into the office
• Assist in general institutional research projects
• Assist with graduation rehearsal and commencement each semester
• Assist the Registrar’s office in any additional matters as needed
• Serve as secondary contact for general emails
• Maintain accurate documentation on policies and procedures related to areas of responsibility

Supervisory Responsibilities

• None

Knowledge and Skills

• Restricted to current SEBTS students and spouses of SEBTS students
• Bachelor’s degree required
• Highly detail oriented
• Ability to learn and master student information management systems (Colleague, Coursedog, etc.)
• Proficient in Microsoft Office Applications
• Advanced Excel skills preferred
• Proficiency in data analysis, report generation, and data visualization tools preferred
• Strong task management skills
• Problem-solving proficiency in complex data-related issues
• Strong understanding of systems and processes
• Ability to communicate highly technical information to a non-technical audience
• Familiarity with student information systems is preferred
• Knowledge of FERPA regulations and accreditation requirements is preferred
• Prior experience in a registrar's office or similar educational environment is preferred

Fiscal Responsibility

• None

Extent of Public Contact

• Regular interoffice communication, primarily with administration, faculty, and staff
• Communication with external vendors and partners (e.g., loan companies, verification companies, etc.)
• Occasional communications with outside organizations interested in acquiring student information

Physical Demands

• Normal fitness for general office duties

Working Conditions and Environment

• Ability to take classes at the institution with prior scheduling approval by the Registrar
• Occasional mandatory overtime during high volume times of the year (orientation, graduation, etc.)

Salary : $14 - $16