Records Specialist - The College of New Jersey : Job Details

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer and is dedicated to the goal of building a culturally diverse staff committed to teaching and working in a diverse environment, and strongly encourages applications from women, minorities, individuals with disabilities and veterans.

Job Title: Records Specialist

Job Category: AFT, PSS4

Post Date: September 19, 2024

Salary: $53,277.47-$61,266.03

Records Specialist - TCNJ Office of Records and Registration

About the Office of Records and Registration:

The Office of Records and Registration is dedicated to excellence through innovation, collaboration, and accountability. We pride ourselves on offering customer-friendly support services to the campus community in close collaboration with faculty, staff, and administrators. Our mission is to provide effective and efficient services while ensuring the equitable application of college policy and the integrity of the TCNJ degree. Our core themes revolve around leveraging technology to enhance services and streamline business processes, and using data-driven insights to inform decision-making in all areas of operation. At the heart of our efforts lies a dedication to serving the needs of students, alumni, faculty, staff, and the wider community, ensuring the continued success of TCNJ.

Position Summary:

The Office of Records and Registration at The College of New Jersey is seeking a dynamic individual to fill the position of Records Specialist. This entry- to mid-level position reports to the Associate Director of Records, Reporting, and Enrollment. The Records Specialist position encompasses a diverse range of responsibilities aimed at supporting the needs of our students, faculty, staff, and external stakeholders. As a vital member of our team, the Records Specialist serves as a technical resource for the office and college, maintaining current business processes and helping to research and implement new tools to streamline operations.

Main Responsibilities:

* PAWS (Peoplesoft) Expertise and Security Access

* Become a Student Records subject-matter expert in PAWS, providing support and training colleagues as needed

* Assess and manage PAWS records security access for authorized personnel, safeguarding sensitive information

* Troubleshoot PAWS errors and issues, investigate their causes, and work to resolve them promptly and effectively to minimize disruption to office operations and student access

* Serve as the Records and Registration liaison to TCNJ's Information Technology teams, working across divisions to maintain, secure, and upgrade PAWS

* Coordinate testing assignments for office staff as it relates to both scheduled PAWS upgrades and independent enhancements and customizations

* Student Records Processes

* Manage, schedule, and run records and enrollment processes within PAWS including, but not limited to, term activation, test credit posting, Dean's List, repeat processing

* Develop and maintain repository of student records business processes for easy access and modern use within the department

* Serve as main point of contact for test score submission and data entry including, but not limited to, AP and math placement

* Research and explore new ways to modernize records processes within the office

* Scheduling

* Support the Scheduling Manager in all aspects of scheduling including, but not limited to, classes, exams, and academic calendars

* Maintain and update business process documentation for class term scheduling, and other classroom related functions in PAWS

* Expand the use of EMS room optimization software and ensure integration and on-going interface with PAWS

* Serve as the scheduling liaison between Records and Registration and external enrollment initiatives, including, but not limited to, Dual Enrollment and community college partnerships, facilitating communication and collaboration

* Test classroom scheduling module as it relates to patches and fixes delivered by Oracle

* Reporting

* Develop and provide reports to various departments and other constituencies across campus and external stakeholders

* Monitor report ticketing system to determine reporting assignments

* Report enrollment and degree information to the National Student Clearinghouse as well as serve as main point of contact regarding NSC matters

* Additional Records Duties

* Provide technical support for Summer and Winter enrollment applications and student records

* Participate in New Student Orientation departmental labs and other training initiatives, contributing to the success of incoming students

* Undertake any other records-related duties as assigned by supervisory personnel

Required Qualifications:

* Bachelor's Degree

* Strong administrative, organizational, and multitasking abilities

* Excellent communication and interpersonal skills

* Proficiency in database management and office software

* Proven ability to work effectively both independently and as part of a team

* Commitment to upholding the confidentiality and integrity of student records

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Preferred Qualifications:

* Post-graduate education

* Database experience

* Higher Education experience

* Student Information Systems experience

Employer Qualifications:

* Final offer of employment is contingent upon the successful completion of a background check and reference checks.

* Residency Requirement: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.

About TCNJ:

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 Most Competitive schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings.

Employee Benefits:

As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public university career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

* Comprehensive benefit plans covering medical, dental and prescription plans

* Generous leave entitlements program and Energy Savings Program

* Employee and dependent Tuition Waiver and Reimbursement Program

* Pension, retirement, and deferred compensation plans, group life insurance

* Employee Assistance Program (EAP)

* Employee affinity groups

* New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)

* Access to extensive learning opportunities

To view a comprehensive list of benefits available to employees, visit our Health Benefits Plans and Programs page to learn more!

Application Instructions:

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable candidate is selected.