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 historically Black institution (HBCU) located in the heart of vibrant mid-town St. Louis, Missouri. Harris-Stowe's beautiful campus is minutes from the renown Gateway Arch, St. Louis Zoo, St. Louis Art and History Museums, Forest Park and other cultural and educational institutions. Harris-Stowe's diverse faculty and staff provide a wide range of academic programs to one of the most culturally diverse student bodies in the St. Louis region.
Harris-Stowe State University's primary mission, as set forth in Senate Bill 153, is to address the higher education needs of the metropolitan St. Louis region. Toward the fulfillment of this mandate, the University offers a solid General Education curriculum, which serves as the foundation for the University's various baccalaureate programs in three broad professional areas, including baccalaureate degree programs in business, education, and arts and sciences.
In addition, the University is thoroughly committed to meeting to the greatest extent possible the needs of a student population that is diverse in age, culture, ethnicity and experiential backgrounds. In short, Harris-Stow...e State University is strongly committed to providing a high-quality higher education experience that is both affordable and accessible to the diverse populations within and beyond the metropolitan St. Louis region.
The University seeks to accomplish this overarching goal through an extensive academic support program, a college-preparatory academy for urban youth, supervision of student progress and through many community outreach and collaborative partnerships with businesses, government and educational institutions.
Underlying this commitment to a high-quality education is the University's emphasis on professional growth and personal development that is essential for an educated person entering a professional field.
In pursuit of its mission, Harris-Stowe State University offers a variety of programs and services that include, but are not limited to:
-Recruiting a diverse population of interested and qualified students, faculty and staff.
-Supporting student development through academic support services, extracurricular activities, student government,
cultural and community involvement, professional organizations and honor societies.
-Enhancing the quality and effectiveness of the student's learning environment through a variety of innovative and creative
instructional techniques and delivery systems involving modern technology and through day, evening and Saturday
courses, which accommodate the students' varying educational and scheduling needs.
-Offering a broad and solid general education curriculum that serves as the foundation for professional studies and
lifelong learning while accommodating transfer students.
-Offering educational experiences that emphasize excellence in all areas and promote the development of effective
communication skills, interpersonal growth, critical thinking, workplace readiness and an understanding of and
appreciation for diversity.
-Participating in educational and collaborative partnerships and outreach programs with business, government and other
educational institutions, including K-12 and higher education.
-Providing a diverse range of cultural and educational services to the urban community, including in-service educational
opportunities for professional growth and development of teachers, educators and other professionals. Conducting
ongoing institutional assessment and modifying institutional operations, accordingly.
University Facts and Economic Impact:
-In the last four years, Harris-Stowe's graduation rates have increased by 35.6% percent.
-Freshman classes are at capacity and students now come from 50 states and 17 countries
-Enrollment has grown significantly to an all-time high of 1724 - 34% increase and the highest percentage increase of both
public and private four-year higher education institutions in Missouri.
-The UNCF performed an independent, extensive study of HBCUs and their impact on state and local economies. All
factors combined, HSSU's impact on the St. Louis metropolitan area is more than $65 million per year.