The Records and Data Specialist play a major role in managing records and data, monitoring daily processes, compliance checking, document flow, scanning and indexing. This entry level position will manage designated functions for Enrollment Management offices and will requires extensive records and data management.
The Records and Data Specialist will assess best practices, identify solutions, and create a file and records management plan which includes a document imaging and control plan for scanning, indexing, storing, and accessing student records within 30 days and create Records Management Policies and Procedures to include the records management, retention, conversion, storage, and retention plan within 60 days.
The Specialist will complete initial phases of a document imaging and control plan-phase I within 90 days, phase II within 120 days, and phases III/IV within 180 days and shall ensure conversion of student records and a paperless filing system within one year.
Records and Data Management/Reporting:
Serves as a student records specialist and is responsible for enhancing functionality and efficiency in managing records, maintaining files, records preparation, document imaging, and filing.
Create/execute document imaging and control plans, the records retention schedule, records management policies, and scanning of student academic, financial aid, and registrar records.
Manages data, compiles data, responds to data requests, and compiles reports.
Create policies, procedures, and user manuals and provides training.
Provides support and solutions for the Registrar and Financial Assistance Offices and provides leadership for records and data team and student employees.
Shares responsibilities for the daily operations of enrollment services and is cross-trained for general Admissions, Financial Assistance, and Registrar functions.
Communicates with students, staff, and others to disseminate information, resolve, and respond to issues.
Serves as a point of contact, aids students in document and form submission.
Assists in creating, maintaining, and processing multiple electronic forms, webpages, and document flows.
Assists in monitoring daily Financial Aid and Registrar processes and provides solutions.
Monitor error checking and compliance reports.
Tests processes and maintains procedures and system user manuals.
Maintain a comprehensive electronic communications plan (emails, letters, and self-service) and multiple e-mail accounts.
Trouble-shoots system and processing issues.
Other duties or special assignments as deemed necessary by the Dean/Executive Director of Enrollment Management, Registrar, or Director of Financial Assistance; some evenings and weekends are required.
Applicants must hold a Bachelor’s Degree from an accredited college or university, and must be committed to student success and providing quality service to students seeking a post-secondary education. Applicant must have at least three years of experience working in a college or university registrar, financial assistance, or other related student administrative office and must have experience with records and data management, preferably document imaging.
Must have superior time management, organizational, and record-keeping skills. Excellent verbal, writing, computer and telephone skills and must be proficient in MS Office and Outlook. Ability to multi-task, meet deadlines, and attention to detail are essential. Experience working directly with students and ability to work successfully with persons of diverse backgrounds including sensitivity to their needs and concerns is required. The ability to communicate effectively in a professional manner is a must. Applicant is required to participate in training sessions and obtain additional certification and/or credentials that are identified by EM Administrators.
-The ability to stand, walk, sit, and use hands for lengthy time periods. Must be able to lift or move up to 25 pounds.
- The ability to work for lengthy periods handling archived records.
About Harris-Stowe State University
Harris Stowe State University is a coeducational municipal university centrally located in St. Louis. MO. There are three divisions. The college division provides a program of instruction leading to the degree of B.A. in education. The junior college division offers two-year courses in general, professional, and pre-professional training for residents of St. Louis. The University hosts collaborative graduate degree programs with Maryville University, the University of Missouri-St. Louis and Webster University. The University continues to expand, adding new campuses and buildings as part of its 21st-century initiative to offer opportunities for both undergraduate and graduate students seeking a variety of degrees.