Senior Administrative Services Assistant - Student Records Support

Administrative Services

Compensation: $16.54 - $20.05

Position Summary:

Serves as primary position responsible for enrollment verifications. Reviews, researches and processes all requests concerning student enrollment status, dates of attendance and graduation date. Responsible for maintaining, updating and reconciling records in the National Student Clearinghouse. Researches and corrects enrollment submission errors and updates degree information after original degree file is submitted. Corrects NSLDS errors. Responsible for the reconciliation of duplicate ID's and posting of grade adjustments to students' academic records. Responds to subpoena and fraud investigation requests. Works closely with the College's Business Office, Financial Assistance Services, campus staff and Office of General Counsel.

Communicates with students, staff and alumni in oral and written form. Ensures all academic records are handled in compliance with FERPA and all applicable college, state and federal laws. Must provide exemplary customer service.

Reports to and provides direct support to the Assistant Director of Records. Assists with database maintenance, including research and data entry. Assists with testing of new applications and existing functionality with system upgrades; identifies test cases and works directly with internal and external technical staff as required. Works with National Student Clearinghouse (NSC) as it pertains to enrollment verifications. Assists with preparation and execution of Commencement.

Requires analytical skills with an in-depth knowledge of information systems and technical expertise, including Microsoft Office365 (Excel, Powerpoint, Word, Outlook), internet, Oracle Peoplesoft - Campus Solutions, NSC and Perceptive Content. Knowledge of, and ability to interpret, SPC policies and procedures. Able to independently prioritize multiple work assignments, maintain professional office demeanor and interact with a wide variety of constituents. Skill in completing assignments accurately and with attention to detail.

This is a hybrid position. Incumbent is expected to work a minimum of 40% of time in office and participate in campus and office activiities.

Requirements:

Education:

High School diploma

Experience:

One year of clerical or office experience; experience in higher education preferred

• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job may be acceptable in lieu of those requirements listed above.

Knowledge:

• Customer service principles;

• Modern office procedures, methods, and equipment;

• English language, grammar, and punctuation;

• Basic filing, recordkeeping, and basic budget principles;

• Basic office equipment maintenance procedures;

• Computers and related software applications.

Skills:

• Composing routine correspondence, memos, forms, and/or other related information;

• Proofreading and editing documents;

• Providing customer service;

• Maintaining files;

• Using modern office equipment;

• Preparing and maintaining records and files;

• Maintaining and tracking expenses;

• Working with spreadsheets;

• Prioritizing and assigning work;

• Using a computer and related software applications;

• Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Physical:

• Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing and repetitive motions.

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Responsibilities:

These duties are a representative sample; position assignments may vary.

Potential Frequency

Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents.

Daily

25%

Responds to requests from students, staff and external parties; reconciles data discrepancies across various business systems; provides official verification of student enrollment and degrees.

Daily

25%

Performs a variety of administrative activities, which may include: researching, updating and maintaining student records; adhere's to all federal, state and college policies with regards to FERPA and student privacy.

Daily

20%

Files documents alphabetically, numerically, or by other prescribed methods utilizing College's imaging and document management systems

Daily

10%

Responds to requests for information, in person, via e-mail, and over the phone; takes and transmits messages; answers department questions and provides information; directs visitors to appropriate locations.

Daily

10%

May prioritize and assign work to OPS and student workers; monitor the performance of student workers; and train student staff on work methods and procedures.

Daily

10%

Performs other duties of a similar nature or level.

As Required