| Position Description: | This posting is for current OPTA union members employed at WCC for a minimum of 9 months.
Position Summary: The Student Records Operational Support Specialist provides administrative, records, and operational support within the Student Records Office. This position is responsible for maintaining accurate student data in Banner and TargetX, supporting application and registration processes for specialized programs, assisting with transcript evaluations and graduation processing, and ensuring the integrity of academic and financial records. The role also serves as a liaison between the Student Records Office and partner programs such as Washtenaw Technical Middle College (WTMC), United Association Instructor Training Program (UA ITP), and Joint Apprenticeship Training Committee (JATC).
Essential Duties include: - Maintain and update student academic records in Banner, ensuring accuracy and completeness of student data including attributes, cohorts, programs, comments, registration information, and supporting documentation in accordance with institutional policies and procedures.
- Create and run weekly data exception reports to ensure the accuracy and integrity of student data.
- Process and monitor applications through TargetX for specialized programs.
- Assist with application tracking, processing, and troubleshooting registration issues related to these programs.
- Serve as a liaison between the Student Records Office and external/internal program partners including WTMC, UA ITP, and JATC.
- Utilize artificial intelligence (AI)-enabled tools and software to support administrative operations, including drafting correspondence, organizing information, scheduling, data entry, document preparation, meeting summaries, workflow efficiency, and other responsibilities, while ensuring accuracy, confidentiality, and compliance with institutional policies, procedures and applicable regulations.
- Provide training and support to program staff regarding application, TargetX communication, registration and student record issues.
- Provide back-up support to department Student Records Technicians and Enrollment Services Data Technicians, during peak periods or other times as requested, including:
- Resolving registration, enrollment, and student record issues.
- Evaluating and processing of transcripts from other colleges, universities, and military institutions to determine transfer credit eligibility and prerequisite fulfillment.
- Reviewing graduation applications and communicating status updates to applicants through TargetX.
- Provide intermittent administrative support in the Veteran Center by assisting visitors, responding to inquiries, directing students and guests to appropriate resources, and supporting daily office operations.
- Process faculty-submitted grade change forms and manage the incomplete grade resolution process, ensuring required approvals are obtained and student records are accurately updated.
- Troubleshoot transcript order issues and provide guidance on order status, corrections, and reissues.
- Process, document, and organize department financial records including contracts, requisitions, purchasing card receipts, purchase orders, transfers, reimbursements, and deposits.
- Maintain detailed financial transaction records for departmental use.
- Utilize artificial intelligence (AI)-enabled tools and software to support administrative operations, including drafting correspondence, organizing information, scheduling, data entry, document preparation, meeting summaries, workflow efficiency, and other responsibilities, while ensuring accuracy, confidentiality, and compliance with institutional policies, procedures, and applicable regulations.
- Perform other related duties as assigned by the supervisor.
Hours/Schedule: - Variable hours, Monday through Saturday 8:00AM – 7:00PM.
This position is identified as Work from Home eligible up to two ( 2) days per week, based on determination that essential duties can 1) be performed outside of the worksite, 2) be performed without access to equipment, material, and files located on campus, 3) be performed without face to face contact with supervisor, students or staff, and 4) be performed remotely with an overall neutral effect on students, co-workers, and the organization as a whole. |
| Minimum Qualifications: | Minimum Required Knowledge, Skills and Abilities: - High school Diploma or GED equivalent and 45 credit hours in related coursework and five (5) years relevant work experience OR the equivalent combination of education and work experience.
- Experience in student services, admissions and/or student records. Good working knowledge of student records procedures/functions and College policies.
- Experience with, Excel and Word. Experience in using computer networks, email, and web products.
- Experience with data extraction, manipulation, and reporting.
- Demonstrated ability to use standard office technology and emerging AI-supported productivity tools in a professional environment for drafting correspondence, meeting summaries, scheduling, note organization and other administrative related tasks. Ability to evaluate AI-generated content for accuracy, maintain confidentiality, and apply sound judgment and ethical practices in the use of AI technologies.
- Ability to interact with College staff at all levels including faculty, department chairs and deans.
- Excellent interpersonal and communications skills to effectively deal with various college and community constituents.
- Ability to accurately perform tasks in a busy, high-stress environment and work with minimal direct supervision.
- Knowledge of FERPA and the ability to appropriately handle confidential materials.
- Demonstrated ability to use standard office technology and emerging AI-supported productivity tools in a professional environment for drafting correspondence, meeting summaries, scheduling, note organization and other administrative related tasks. Ability to evaluate AI-generated content for accuracy
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