Records Specialist (Full-Time)

About the role

ECC Elgin Community College serves over 9,000 students across various educational programs. We are committed to creating a welcoming campus where everyone feels valued. As an employer, ECC fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Responsibilities

• Oversee the online grading process.
• Provide notice to faculty regarding the collection, and processing for mid-term enrollment verification/grades and final grades, as well as all grade changes; generate grade reports to students; generate, distribute and follow up on grade related reports.
• Advise faculty how to use online grading process through AccessEcc and communicate all changes in policy or procedures.
• Data entry including, but not limited to, Advanced Placement (AP) and College Level Examination Program (CLEP) scores, SAT score import, articulated high school credit and proficiency credit.
• Responsible for processing auto completer process.
• Aid in graduation processing including evaluation, certification, and notification.
• Aid in commencement activities including but not limited to: organization of regalia, lineup order and walking cards, pre-ceremony line up and announcements, platform party order, organization of ushers and execution of ceremony.
• Assist students with information in person, phone and computer.
• Assist students with records questions or help with our website when they call in, by email, live chat, etc.
• Research, analyze and resolve student issues related to student records.
• Aid in the ongoing Records module testing, updates, enhancements, data cleanup and issue resolution.
• Order, process and deliver transcripts using all methods as needed.
• Scan and retrieve documents related to student records and other records related activities.
• Process enrollment verification letters for reasons including but not limited to military recruiting, immigrations and high schools.
• Ensure the collection, recording, maintaining and reporting of student records within FERPA guidelines; e.g. grades, registration data, transcripts, applications, midterm verification, updating student history files, and athletic eligibility.
• Process Solomon amendment requests.
• Records related projects, as assigned.
• Collaborate with admissions, registration, records, testing, and health profession departments to recommend and implement process improvements.
• Responsible for coding students admitted to health professions programs.
• Serve as back up for transcript specialist and registration, as needed.
• Maintain required training, licensure and/or certifications.
• Maintain confidentiality of privileged information and adhere to applicable privacy laws.
• Demonstrate sensitivity, understanding and respect of diverse populations within the workplace.
• Maintain an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
• Adhere to department guidelines for attendance and punctuality.

Qualifications

• Bachelor's degree (BA/BS) from four-year college or university or equivalent combination of training and experience.
• Good knowledge of higher education structure including accreditations and institution types.
• Considerable skills in collaborating effectively with cross-functional teams.
• Considerable skills in researching and analyzing information to determine course equivalencies.
• Considerable skills in verbal and written communication.
• Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher.
• Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
• Working skills in customer service.
• Working skills to support others of all skill levels in the use of technology.
• Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
• Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.

Skills

• Ability to work a flexible schedule, which includes days/evenings/weekends as needed by the department.

Benefits

• Medical, Dental, Vision Insurance
• Life and Long-Term Disability Insurance
• Flexible Spending Account (FSA, DCA, Commuter)
• Retail Plans (Pension, 457b, 403b)
• Time Off with Pay
• Professional Development/Expense
• Tuition Reimbursement
• Employee Assistance Program (EAP)

Pay

This is a Full-Time Support Staff position at grade 13, with an annual salary range of $48,527 to $64,703. The salary offer will be based on education and experience, in alignment with the College’s compensation philosophy and the current Collective Bargaining Agreement (CBA), if applicable.

Schedule

Ability to work a flexible schedule, which includes days/evenings/weekends as needed by the department.