POSITION SUMMARY:
Under the direction of the Supervisor of the Student Records, Transfers, and Archival Services, the Student Records Associate will be
responsible for supporting student record program management and systemic/departmental
professional development around electronic student records and document
management. The incumbent of this position will also
develop, design and manage training materials related to student records data
and databases. The Student Records
Associate will be the primary contact and coordinator with the vendor’s integration team to
identify software requirements.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Provides targeted support for systemic
conversion to electronic student records management;
Creates communication materials for
systemic awareness including training and development of user guidelines and
training manuals for student transfers, student record archival and management,
and virtual student record folders;
Provides targeted support for the
Student Records, Transfers and Archival Services specialists and supervisor for the systemic record management program;
Performs as lead coach for super-user training of electronic document
management systems (EDMS) with
assistance from the Records Technician;
Collects, monitors, and maintains departmental
data and databases;
Oversees archival certificate
management for school-based student records with assistance from the Records Technician;
Provides
administrative support for diploma issuance and develops guidance for exit
document issuance;
Facilitates and coordinates all
internal and external training for the student records management process; and
makes sure training materials are engaging for trainees;
Provides critical support for
internal and external audits including, but not limited to data collection
and document management;
Supports
school-based and central office training for student record archival with assistance from the Records Technician; and
Performs
other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Technologically
intermediate or advanced in Microsoft applications including, but not limited
to MS Word, Excel and PowerPoint;
Experience
with project management software and project scheduling/planning, including
proficiency with electronic document management systems (EDMS);
Experience
in developing video training/tutorials;
Ability
to use training apparatus (i.e. whiteboards, video projectors, projection
screens; computer/tablet, wireless presentation devices, video conferencing,
etc.);
Ability
to perform as the lead for professional development (i.e. develop training
materials, and conduct virtual and in-person professional development);
Standard
and creative writing skills;
Ability
to organize and manage time efficiently and effectively;
Active
listening and critical thinking skills;
Sound
judgement and decision making skills;
Must have a training portfolio;
Must
be a self-starter and possess the ability to work in dependently;
Must
possess strong project management and leadership skills;
Excellent
interpersonal skills, including strong verbal and written communication skills;
and
Ability
to work independently with confidential materials related to student records
management and industry standards and regulations.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor’s degree from an accredited college or university in records
management, business management, education or related field required. A
minimum of three (3) years of experience managing large projects with
organizational-wide implications preferred. Three (3) to five (5) years of
experience in staff development and/or training including, exceptional
presentation skills preferred. Experience
in records management and statistical analysis preferred.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.