Transcript Services Specialist I

JOB CLASSIFICATION

Pay grade level: Grade 11
Compensation: $38,967 - $53,578. Compensation will be commensurate with education and experience.
Employee category: Staff
Department: Registrar and Records
Reports to: Registrar
FLSA status:  Non-Exempt
Job Code: SA090FTNTSS    
Location: Primarily Main Campus, but any other college location as assigned by the appropriate administrator

SUMMARY
This position is responsible for transcript processing and other records functions as assigned.

POSITION DESCRIPTION

• Process, log, scan, and link all high school and college transcripts received via U.S mail, fax or electronically.
• Process the needs research transcript file to verify the current student file and reach out to students whose requests cannot be fulfilled.
• Monitor and troubleshoot electronic transcript process and notify the Registrar of any malfunctions.
• Process student copy transcript requests.
• Process transcript requests from Program coordinators and Directors.
• Process Transcripts for Federal Investigators.
• Request official transcripts from high school and previous transcripts for Second Chance Pell Students.
• Process official transcripts for Second Chance Pell Students.
• Process and mail KCKCC transcripts not available through electronic format as requested by the student.
• Collaborate with the Registrar to process transcripts for students per the Transcript Withholding Compliance Mandate.
• Notify students of receipt of transcripts from other institutions.
• Verify regional accreditation of transfer schools.
• Verify home school registration when necessary.
• Assist with ordering transcripts from other institutions.
• Place and release transcript and other holds on student records as needed.
• Collaborate with Human Resources to ensure that faculty transcripts are received and delivered securely.
• As needed, improve process and communications for students regarding transcript requests.
• Responsible for providing prompt and accurate responses to inquiries received through the transcript phone line and email addresses for transcript requests and reviews.
• Evaluate incoming transcripts for new applicants, students who changed their major, returning students who submitted updated transcripts, students with reverse transfer agreements and students with credentials from foreign schools according to KCKCC Transfer Standards Policy and recording to KCKCC transcripts.
• Maintain and monitor the paper transcript files and track student progress to ensure that transcripts separated into proper categories and evaluated timely.
• Work with Information Services to ensure that the Transfer Equivalency System is updated timely.
• Serve on committees related to transcript evaluation services and systems.
• Analyze data monthly to prepare reports for the Board of Trustees.
• Assist with the college's compliance with FERPA and other federal regulations.
• Work all enrollment, graduation and other related events as requested.
• Other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

• Possess strong written and oral communication skills
• Must demonstrate a commitment to and ability to work with a diverse student and faculty population.
• High energy, self-starter who can work with minimal supervision.
• Ability to develop and maintain excellent working relationships and establish credibility with all levels of employee in the organization.
• Detail oriented.
• Working knowledge of Microsoft 365 applications, especially Word, Excel, and Outlook.
• Ability to manage several projects with multiple deadlines simultaneously.

MINIMUM QUALIFICATIONS

• Associate degree.
• At least one (1) year of experience in a college office environment, including tasks such as processing student records, transcript evaluation, electronic records management, and data correction. Ideally, this would be in a Registrar's Office or similar role.
• Proficiency in using technology, including experience with Student Information Systems (SIS) or similar platforms.

PREFERRED QUALIFICATIONS

• Bachelor’s degree.
• At least one (1) year of experience working with Ellucian or other Integrated Data Systems, as well as document imaging systems.
• Bilingual fluency (oral and written) in English and other language(s) to meet the language needs of the community.

WORKING CONDITIONS
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, and sit. While performing the duties of this job, the employee may occasionally push or lift items.

WORK SCHEDULE
40 hours per week, during regular hours of Monday – Friday. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.

TO APPLY:
 

Visit www.kckcc.edu and click on CAREERS for a list of available positions.

• Read the job announcement carefully noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all the documents listed as required.
• If the position lists a required transcript (during the application process) unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.
• Ensure that your transcripts show that a degree was awarded or conferred if you are stating that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.
• Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.
• Documentation verifying completion of a degree, course work within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.
• Three (3) professional references with phone number and email addresses are required.
• A college selection committee is responsible for application review and interviews. The final candidate(s) selected to be hired will be made by the hiring manager.
• Successful completion of a background check on all persons recommended for employment is required Individual hiring departments may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process.

***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.
 

KCKCC is an Equal Opportunity and Affirmative Action Educational Institution