Basic Function

The Records Specialist at Graduation Solutions is responsible for supporting the Enrollment Department in coordination with the Registration Team. As a Records Specialist, the primary responsibilities are the reconciliation of the enrollment application, requesting transfer records, and managing the collection of student enrollment records.

The Records Specialist’s efficacy and success will be measured by the timely initiation and collection of student records within a 10-business day window as maintained in the Student Information System (SIS). The Key Performance Indicator (KPI) in determining success is a 98% accuracy rate for collecting the required student records as measured by the Student Comprehensive Information Report.

Responsibilities

1. Enrollment Processing: Facilitate the flow of applications from the Enrollment Team to the Registration Team, create SIS alerts for Registrars and Mentors with enrollment info, and maintain updated lists of school contacts for records requests.
2. Application Reconciliation: Review completed student enrollment applications for accuracy. Reconcile student demographic information, cohort, and program participation against state department student management databases.
3. Records Management: Initiate Records Requests to prior schools for incoming students. Maintain record of all communications and document requests and pursue collection process of records to ensure receipt. Manage all current and former student records to include transfer records and educational files.
4. Records Validation: Annually update SIS to ensure current state-mandated records such as Proof of Residency, Proof of Age, Immunizations, PHLOTE, McKinney-Vento Eligibility Verification.
5. Compliance: Ensure compliance of policies and statutes for records retention and enrollment requirements.
6. All other duties as assigned.

Skills

• Strong Communication
• Technologically Savvy
• Organized
• Detail Oriented
• Time Management
• Prioritization
• Integrity
• Professionalism
• Process Orientated

Education/Training

High school diploma required.

Experience

This is an entry level position. You are required to obtain and maintain a Level 1 Fingerprint Clearance Card.

List of Physical Requirements

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. While performing the duties of this job, the employee is regularly required to talk or listen. The employee frequently in an 8-hour shift is required to sit; stand; walk; kneel; crouch; stoop; balance; climb; use repetitive motions; lift to 25 lbs.; reach with hands and arms; use hands to finger; handle or feel and look at a computer or hand-held screen for long periods of time.

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform this job. Occasional evening and weekend work may be required as job duties demand. Please see your immediate supervisor with any questions you may have.