TBR | The College System of Tennessee

Title: Service Center - Academic Records Associate, Student Services

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center, Student Services

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Service Center at the Tennessee Board of Regents (TBR) supports the System Office and Technical Colleges of Applied Technology (TCATs) within the following functional areas: Human Resources, Payroll, Finance, and Student. The Service Center Student functional area is supported by the Office of Student Success for admissions, records, financial aid, and accounts receivable.

The Academic Records Associate, Student Services is responsible for ensuring all student information is reported in a timely and accurate manner to the National Student Clearinghouse and in compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines. In consultation with the Student Shared Services Manager, Associate Vice Chancellor for Student and Financial Aid Services and Student Services Specialist, this position manages student record processing in Banner for the technical colleges. The Associate, Student Services works closely with the institutions of the TBR system and is expected to provide a high level of customer service to all institutions served.

Job Duties

• 80% - Student Records • Responsible for the management of all official TCAT enrollment and credential reporting to the National Student Clearinghouse (NSC) • Responsible for error resolution related to file submissions and Banner processing for enrollment in a timely manner to ensure continued compliance with Financial Aid reporting requirements and deadlines • Creates annual NSC reporting schedule for TCATs • Manage incoming work requests related to enrollment reporting from TCATs • Run population selections for batch processes • Assist the Student Shared Services Manager with other student records maintenance as directed - (Essential)
• 15% - Customer Service • Assist with the facilitation of Student Banner training for institutions • Assist with the development and maintenance of guidelines and training documentation for functional users • Field employee questions and researches student records transaction processing concerns • Work cooperatively and effectively with other departments, including the Office of IT in support of Banner Student database changes and improvements • Communicate to employees and administration regarding student records related issues and solutions - (Essential)
• 5% - Other Duties • Perform additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor’s degree and a minimum of 2 years of related work experience OR an Associate’s degree and a minimum of 5 years of related work experience OR a comparable combination of education and experience
• Experience and familiarity with student record management
• Experience working in student services in a technical college, community college, university setting or system
• Experience with Banner or similar ERP system

Preferred Qualifications

• Experience with National Student Clearinghouse
• Experience within a shared service operating environment
• Experience or training in Windows operating system and Microsoft Office 365 applications
• Experience in developing and implementing training and/or workshops for functional users

Knowledge, Skills, and Abilities

• In-depth knowledge of college or university admissions and records processing and reporting requirements
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Ability to communicate effectively, both in writing and orally.
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information

Physical Demands / Working Conditions