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Director of Records
Columbia State Community College in Columbia, Tennessee
Date Posted 08/04/2021
Admin-Admissions and Enrollment
Salary $54,710 - $73,226  USD Per Year
Employment Type Fulltime
Application Deadline Open until filled

The Director of Records will be responsible for the collection of grades, maintenance of student academic records, transfer evaluations, review and certification of degree requirements and graduation and assists with the registration process. The Director of Records provides overall leadership for the Records Office and supports Enrollment Services department activities as well as supports the College’s goals for Student retention and success.

Essential Functions

1. Supervise, evaluate and provide registrar services to all Columbia State campuses.
2. Maintain the security, integrity and accuracy of student academic records.
3. Manage all Records Technology including the Records components of the college’s Student Information System (Banner) and Degree Works. Work collaboratively with IT to test and implement software related to Record’s functions.
4. Responsible for interpretation, maintenance application and revision of federal, state, and institutional records policies as they relate to records, registration, degree audit, etc.
5. Cultivate a student-centered environment to support student retention and success.
6. Coordinate online student registration process.
7. Assist in the development, planning, and publishing of the college catalog and academic calendars
8. Supervise the coordinated efforts to develop and produce the Schedule of Courses for each academic term.
9. Evaluate and certify athletic eligibility for all applicable National Junior College Athletic Association sports.
10. Oversee census processing, grading, grade changes and incomplete grades.
11. Oversee the transfer credit evaluation process ensuring that it is a student-friendly part of the enrollment process.
12. Evaluate credits for advanced placement (CLEP, CEEB, Military, etc).
13. Supervise and oversee the certification of graduation requirements, the evaluation and issuance of student transcripts, and the enrollment verification process.
14. Prepare, assist and submit campus, local, system, federal and external agency reports.
15. Direct the data collection and analysis for strategic planning initiatives within the department.Provide the associate vice president for students with forecasts, analyses, advice and recommendations related to records.
16. Develop and manage the records budget.
17. Maintains the Office of Records website.
18. Represent CSCC in appropriate professional organizations and before groups and individuals to explain records practices, policies and procedures

Supplemental Functions

1. Serve on committees at the institution, and system wide committees including the Tennessee Board of Regents.
2. Assist in coordination and implementation (scheduling, registration, grading, etc.) for the Regents on-line degree.
3. Participate in college-wide recruitment activities.
4. Performed additional duties as assigned.

Job Specifications

Working Conditions

1. Normal sitting and movement in an office environment including visual and hand usage of personal computer.
2. Some travel required.
3. Ability to lift and carry at least 25 pounds.

Titles Supervised

1. Assistant Director of Records
2. Records Specialist
3. Records Data Integrity Analyst

Requirements of the Position

Education, Training and Experience Required

1. Bachelor’s degree. Master’s Degree preferred.
2. A minimum of five years of experience in higher education at the director’s level or six years responsible supervisory experience at the assistant director’s level in a college or university admissions and records office or registrar’s office.

Knowledge, Skills, Abilities, and Work Characteristics

1. General knowledge of higher education with specific comprehension for academic policies related to registration, records and graduation.
2. Strong working knowledge of federal and state laws, in particular FERPA and mandates that pertain to student records and institutional compliance.
3. Knowledge of best practices and current trends and issues in higher education pertaining to academic records.
4. Strong background and expertise in student information systems, WEB registration and academic audit software. (Preferably Banner9 and Degree Works.)
5. Exhibit maturity and high professional and ethical standards in administrative, operational and personnel matters.
6 Ability to communicate effectively in written and spoken English.
7. Demonstrated ability to work with and communicate effectively with a diverse faculty, staff, and student population.
8. Experience supervising employees and creating an effective team.
9. Ability to plan and implement budgets
10. Demonstrated ability to collect, organize and interpret data
11. Demonstrated ability to work as a collaborative team member
12. Proficient in Microsoft Office applications.

Hiring Salary Range: $54,710 - $73,226

Review of Applications will begin Thursday, August 19, 2021.

Columbia State Community College does not discriminate on the basis of race, color, religion, creed, ethnic or national origin, sex, disability, age status as a protected veteran or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies:

Laura Jent, Director of Human Resources
665 Hampshire Pike, Columbia, TN 38401

The Columbia State Community College policy on nondiscrimination can be found at https://columbiastate.edu/policies-procedures/aa-eoe

Closing Date:
Open Until Filled: Yes

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