Student Records Coordinator

Student Records Coordinator

Job ID: 294041
Location: Georgia College & State Univ
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Georgia College & State University (GCSU) is the state's designated public liberal arts university, where students learn the essential skills to compete in a fast-paced and technology-driven global society. The university prepares students for successful careers, leadership in communities, problem solving and life-long learning through personalized attention in a residential setting with opportunities for a variety of transformational experiences through its award-winning, high-impact practices. One of only three selective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offers undergraduate degrees in more than 40 majors, more than 30 graduate programs, doctorates in education and nursing, professional certificates, and continuing education programs.

As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), GCSU is committed to fostering a liberal arts environment that values academic preeminence, interdisciplinary inquiry and an inclusive learning community. GCSU enjoys a strong reputation for academic excellence and nationally ranked programs according to US News & World Report, The Princeton Review and Colleges of Distinction - among other ranking sources.

Georgia College & State University takes great pride in combining the educational experience of a private liberal arts college with the affordability of a public university. Faculty and staff are dedicated to student engagement and experiential learning through high-impact practices such as internships, service- and community-based learning, leadership development, study abroad opportunities, mentored undergraduate research and a capstone project that fosters intellectual curiosity, reasoned inquiry and critical thinking.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming, diverse college town of approximately 19,000 residents in Central Georgia, and only 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, '45, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, a National Historic Landmark owned by the university. Milledgeville is located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational and leisure opportunities beyond Milledgeville - Macon and Atlanta are located within easy driving distances.

Georgia College & State University is dedicated to protecting academic freedom in addition to supporting freedom of expression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom<https://www.usg.edu/policymanual/section6/C2653> policy and its Ethics Code of Conduct<https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct>. For more information, visit us online at gcsu.edu.

Job Summary

The Student Records Coordinator provides administrative and academic support services for Georgia College & State University students, faculty, staff, and administration. This individual's primary responsibilities include managing records and end-of-term processes; assisting with degree audit and graduation clearance; certifying eligibility for NCAA athletes and Veterans Administration benefits; records retention; and ensuring the accurate collection of student information related to addresses, immunizations, and curriculum. This is a highly responsible professional position, and the quality of this individual's work has a direct effect on the integrity of the University, student success, compliance, and reporting. This is a twelve-month, full-time, on-campus position. This position reports to the University Registrar.

Responsibilities

Records Management - 30
- Coordinate the collection and maintenance of student data, including preparation for the semester academic data collection, ensuring accuracy and compliance with federal, state, system, and institutional standards and policies.
- Manage midterm and final grade collection and end-of-term processing.
- Coordinate process for transcript requests, enrollment and degree verifications, apostle requests, and other official documents.
- Coordinate and ensure accuracy for change of major, change of grade, student name and address changes, immunization, and other administrative processes.
- Coordinate the electronic storage of student records, including accurate scanning and indexing prior to record disposal.
- Ensure effective operation and accuracy of transcript services, both online and in-person.

VA and NCAA Athletic Certification - 30
- Serve as the Veteran Certifying Official for the University.
- Certify benefits for VA students, including conducting bi-monthly checks of student enrollment.
- Ensure that coursework completed using VA benefits is required for the degree.
- Certify NCAA athletes, verifying eligibility to play according to NCAA rules and regulations.
- Also assist with Course Program of Study inquires and approvals.

Auditing - 15
- Audit degree requirements for undergraduate and graduate students in accordance with University and University System of Georgia policies.
- Process course substitutions, petitions, adjustments, and waivers.
- Respond to degree requirement questions from faculty, staff, advisors, and students.
- Also assist with Course Program of Study inquiries.
- Assist with the graduation clearance and certification processes, including verifying all candidate data, conducting final audits for each degree candidate, and posting degrees and academic honors.

Records Retention - 10
- Maintain and purge records according to established records retention schedules.
- Coordinate appropriate storage and security for student records and other office documentation.

Customer Service - 10
- Serve as a point of contact for students, advisors, staff, and faculty regarding student records, transcripts, degree requirements, and VA and athletic certification.
- Participate in and promote customer service initiatives and efforts within the department.
- Provide superior customer service to students, faculty, staff, alumni, and the general public, while ensuring compliance with policy.
- Assist in-person visitors, answer phones, and respond promptly to direct and office email inquiries.
- Manage confidential communications and records in accordance with federal, state, system, and University policies.
- Support the University mission, strategic plan, and division and department goals.
- Promote effective communication and positive relationships with all members of the University community.

Other - 5
- Other duties as assigned

Required Qualifications

Educational Requirements
Bachelor's degree OR an equivalent combination of education and experience

Required Experience
At least one year of full-time employment. (Work experience as a student employee or graduate assistant will not be included in these calculations.)

Preferred Qualifications

Preferred Experience
- Prior experience working with student information systems and/or degree audit software
- Prior experience interpreting or enforcing academic policy
- Prior work experience in a face-to-face (in-person) higher education setting. (Work experience as a student employee or graduate assistant will not be included in these calculations.)

Required Documents to Attach

• Cover letter
• Resume that clearly outlines position, location, dates employed, job responsibilities, and supervisory/training responsibilities for previous and current employment.
• List of at least three professional references with contact information, including one immediate supervisor.

Knowledge, Skills, & Abilities

ABILITIES
- Ability to understand, interpret, integrate, and apply academic policy, including predicting potential effects of specific actions.
- Ability to work independently while completing projects in a timely, accurate manner.
- Ability to manage confidential records and communications in accordance with federal, state, and university policies.
- Ability to support students and serve as an integral member of a customer-service oriented team.

KNOWLEDGE
- Computer competency, including experience using e-mail, internet, word processing, spreadsheet, and database programs.

SKILLS
- Excellent organizational skills
- Excellent written, oral, and interpersonal communication skills

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity

Georgia College & State University (GCSU) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. No person shall, on the grounds of race, color, sex (including pregnancy, sexual orientation, and gender identity), religion, national origin, age, disability, veteran status, or genetic information, be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination, under any program or activity conducted by GCSU.

Georgia College & State University is a national award-winning institution in areas of student success and achievement. It strives to achieve excellence in the composition of its community, educational programs, university policies, research and scholarship, campus life, employment practices, extracurricular activities, and community outreach. It is a priority of the university to be a welcoming and inclusive environment so that its campus culture will enhance the ability of its community members to succeed in their endeavors, to be respected as individuals, and to feel a sense of belonging.

Other Information

This is not a supervisory position.
This position does not have any financial responsibilities.
This position will not be required to drive.
This role is not considered a position of trust.
This position does not require a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

Background Check

• Criminal Background Check
• Education Verification

To apply, visit https://careers.hprod.onehcm.usg.edu/psc/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=294041&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant







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