The Support Professional, Student Records - Credit Evaluation Specialist is primarily responsible for effective and timely evaluations of external credit for incoming and current students and the related complex tasks and processes regarding this activity. This position is responsible for maintaining and building the Grand Rapids Community College (GRCC) incoming equivalency databases and GRCC Student Records Transfer Equivalency System on the Transfer webpage. Under the direction of the Associate Registrar, this individual will complete all the steps necessary to ensure compliance with federal and state regulations for the efficient evaluation of and compliance with student record subpoena requests. The objective in all interactions is to provide excellent customer service to students, faculty and staff who contact the Student Records/Registrar’s Office.
Requisition ID:
Position Number: 00001452
Employee Group: APSS
Schedule: 40 hours/52 weeks , Monday through Friday, 8:00 AM - 5:00 PM (Must be willing to work a flexible schedule. Schedule may need to be adjusted to accommodate peak periods. This may include some evenings and weekends.)
Compensation: Level A
Benefits: Full-time
Reports to: Associate Registrar
Posting Opens:
Posting Closes:
ESSENTIAL JOB FUNCTIONS
- Responsible for evaluation and posting of all external credit for incoming and current students within the student information system - PeopleSoft. This includes the following: college/university/military, reverse transfer, foreign official transcripts, test, articulation credit, industry recognized credentials, and prior learning assessments credit.
- Responsible for processing and evaluating military credit in coordination with Associate Director of Veterans Services
- Coordinate workflow for incoming transcripts requiring evaluation with admissions staff
- Serve as transfer credit liaison with GRCC faculty. Responsible for the distribution and tracking of equivalency credit evaluation for review by faculty.
- Maintain and build the GRCC incoming equivalency databases. Review and evaluate incoming credit equivalencies in accordance with the definitions and procedures indicated in GRCC’s Transfer Credit Policy, Industry Recognized Credential and Test Credit Policy, and Prior Learning Assessment Policy.
- Maintain a high degree of computer literacy skills with relational databases, Microsoft Office (MS Word, Excel, Access, PowerPoint), required. Google Suite, degree audit systems, and ImageNow/Perceptive Content
- Responsible for updating equivalences within the Transfer Evaluation System (TES) in collaboration with academic departments
- Responsible for responding to student inquiries and concerns regarding GRCC credit acceptance
- Support Student Records office as a part of the enrollment services team by addressing any bottlenecks and maintaining efficient and supporting transfer credit procedures
- Function as backup for Graduation Audit Specialist as needed
- Ensure students, faculty, and staff are communicated with and kept informed during the credit evaluation process
- Function as the liaison with American College Board for test results and official transcripts
- Responsible for posting credit for high school and GRCC articulated credit in coordination with Transfer & Articulation Coordinator
- Perform PeopleSoft patch/update testing for transfer and test credit functions
- Serve as backup for official transcript request processing
- Assist with front desk coverage, answering phones and supplying excellent customer service when needed
- Responsible on behalf of the Registrar to prepare correspondence containing Registrar's signature, send using Certified Mail/Return Receipt method, confirm delivery
- Assist Student Records, Associate Registrar-Graduation in the content management and accuracy for the College's degree audit software (Academic Advisement)
- Assist in researching and resolving complex system issues related to student records as the information is applied in the degree audit system
- Assist with curriculum updates and system patch/upgrade testing
- Ability to effectively deal with diverse student populations in complex situations.
- Maintain the highest levels of confidentiality and ethical standards and have a demonstrated understanding of the Family Education Rights and Privacy Act (FERPA)
- Project a professional image including punctuality and good attendance record.
- Must remain current on changes and revisions; this includes accreditation, state, federal, GRCC degree and certificate policies and procedures
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position
- Perform other duties as assigned
JOB SPECIFICATIONS
Education
- Associate’s degree required or comparable combination of relevant education and experience
Experience
- Minimum two or more years of secretarial or administrative assistant experience required, preferably in an educational office setting, including customer service and student support.
- Experience working in a college/university registrar, transfer admissions, enrollment services, or counseling office
- Credit Evaluator experience preferred
- Proven ability to set up, manage, and accurately maintain databases and workflow tracking.
- Experience in researching, coordinating and responding to legal requests and subpoenas preferred.
Skills
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
- Proven ability to do detailed work independently with highest level of accuracy; ability to handle multiple tasks; self- starter. Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
- Ability to handle multiple tasks simultaneously with a high level of accuracy.
- Proven organizational skills, ability to prioritize tasks, resourcefulness, and completion of tasks in a timely, efficient manner.
- Proven ability to work as a team member in a multi-person office to provide quality customer service.
Mental Demands
- High energy level with enthusiasm and interest in helping and supporting students, staff, and the general public in a demanding work environment.
- Ability to work under pressure. Possess mature judgment, flexibility in regards to interruptions and ability to handle difficult situations
- Excellent interpersonal, problem solving, analytical and complaint resolution skills
- Ability to perform routine and unexpected duties with minimal supervision
Physical Demands
- Requires long periods of sitting, inputting information into a computer.
- Effectively serve in a customer service office environment.
- Reading, math calculating, writing, listening, speaking and answering the phone are other physical demands of the position.
- Must be able to lift up to 20 lbs., bend, twist, and ambulate around campus.
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work independently and with groups.
- Ability to work in a fast paced, indoor office environment.
- May require occasional evening hours.
- Some travel may be required to participate in professional organizations and conferences