What are the responsibilities and job description for the Records Specialist position at Texas Southmost College?
Job Summary
Responsible for maintaining the integrity of all documents officially submitted to the Office of Admissions and Records and maintaining course schedules. This position will be a member of a centralized processing team who will be responsible for the management and maintenance of a students’ records in accordance with college, state and federal policies. This position reports to the Coordinator if Admissions and Records who is responsible for upholding the policies and practices consistent with the College mission and values of excellence, accountability, service and integrity. This position will maintain and analyze information to provide support to Enrollment and Student Success Coaches through an in-depth understanding of the rules, regulations, statues, laws or policies regarding admissions and enrollment procedures, course creation and certifying degrees.
Essential Duties And Responsibilities
Process admissions applications for all students. Process registration or schedule changes as applicable. Process documents submitted by prospective applicants in the College’s Student Information System. Scan and link documentation to student records in the College’s Imaging System. Assign communication tracks to applicants. Ensure compliance with SEVIS and other applicable immigration regulations Verify and certify reports, files, enrollment status, records, and applications within FERPA guidelines and assist in preparation of semester grade transcripts, degree plans, diplomas and certificates. Perform add/drops, withdrawals and grade changes as required. Evaluate and process transcripts from previous high schools, colleges and universities. Process enrollment and degree verification received from the National Student Clearinghouse. Assist Coordinator of Admissions and Records with course schedules. Compute and check grade point averages, verify class standing, and review individual student degree plans to ensure completeness and accuracy. Evaluate residency status and assign the appropriate residency classification. Participate in preparing for and facilitating admissions workshops and presentations to the Division of Instruction. Perform duties and responsibilities within a high-tech all-digital environment. Assist with preparation and production of new student orientation and College commencement exercises. Attend the workplace regularly, report to work punctually and follow a work schedule to keep up with the demands of the worksite. Complete duties and responsibilities in compliance with college standards, policies and guidelines. Promote positive morale and teamwork within the department and provide exceptional customer service to students, faculty and community. Use interpersonal skills and make sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers. Complete all required training and professional development sessions sponsored by Texas Southmost College ( TSC ). Support the values and institutional goals as defined in the College’s Strategic Plan. Participate in the process for systematic review and evaluation of the planning unit per the model adopted by the College, including the development and monitoring of outcomes and plans of action for improvement based on the assessment of those outcomes and plans. Serve on committees as appropriate and as appointed by supervisor. Working hours may include evenings, holidays or weekends depending on deadline requirements and special events. Perform other duties as assigned.
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 frequently required to stand. The employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Responsible for maintaining the integrity of all documents officially submitted to the Office of Admissions and Records and maintaining course schedules. This position will be a member of a centralized processing team who will be responsible for the management and maintenance of a students’ records in accordance with college, state and federal policies. This position reports to the Coordinator if Admissions and Records who is responsible for upholding the policies and practices consistent with the College mission and values of excellence, accountability, service and integrity. This position will maintain and analyze information to provide support to Enrollment and Student Success Coaches through an in-depth understanding of the rules, regulations, statues, laws or policies regarding admissions and enrollment procedures, course creation and certifying degrees.
Essential Duties And Responsibilities
Process admissions applications for all students. Process registration or schedule changes as applicable. Process documents submitted by prospective applicants in the College’s Student Information System. Scan and link documentation to student records in the College’s Imaging System. Assign communication tracks to applicants. Ensure compliance with SEVIS and other applicable immigration regulations Verify and certify reports, files, enrollment status, records, and applications within FERPA guidelines and assist in preparation of semester grade transcripts, degree plans, diplomas and certificates. Perform add/drops, withdrawals and grade changes as required. Evaluate and process transcripts from previous high schools, colleges and universities. Process enrollment and degree verification received from the National Student Clearinghouse. Assist Coordinator of Admissions and Records with course schedules. Compute and check grade point averages, verify class standing, and review individual student degree plans to ensure completeness and accuracy. Evaluate residency status and assign the appropriate residency classification. Participate in preparing for and facilitating admissions workshops and presentations to the Division of Instruction. Perform duties and responsibilities within a high-tech all-digital environment. Assist with preparation and production of new student orientation and College commencement exercises. Attend the workplace regularly, report to work punctually and follow a work schedule to keep up with the demands of the worksite. Complete duties and responsibilities in compliance with college standards, policies and guidelines. Promote positive morale and teamwork within the department and provide exceptional customer service to students, faculty and community. Use interpersonal skills and make sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers. Complete all required training and professional development sessions sponsored by Texas Southmost College ( TSC ). Support the values and institutional goals as defined in the College’s Strategic Plan. Participate in the process for systematic review and evaluation of the planning unit per the model adopted by the College, including the development and monitoring of outcomes and plans of action for improvement based on the assessment of those outcomes and plans. Serve on committees as appropriate and as appointed by supervisor. Working hours may include evenings, holidays or weekends depending on deadline requirements and special events. Perform other duties as assigned.
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 frequently required to stand. The employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.