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Records Coordinator

Official Job Description

Records Coordinator

Supervised by: Admissions and Academic Advising

Department: Admissions and Academic Advising

Grade: H

Category: Full-time Professional Technical

Status: Non-Exempt

Function of the Job

Perform responsible administrative and technical duties in support of student records, registration, and enrollment services. Provide functional expertise, training support, and process coordination related to records and registration systems, compliance requirements, and student data integrity. Collaborate with Admissions, Academic Advising, Information Technology Services, and other campus partners to support student success, institutional compliance, and operational sustainability.

Duties and Responsibilities

  1. Provide accurate information and assistance to students, faculty, and staff regarding registration, records, residency, eligibility, and enrollment-related policies and procedures.
  2. Assist in resolving registration discrepancies and student record issues, escalating complex concerns as appropriate.
  3. Create, maintain, and update office procedures, documentation, and reference materials related to records and registration functions.
  4. Assist with training and onboarding of new staff by providing functional guidance on records and registration procedures, documentation, and system workflows.
  5. Support the integrity and accuracy of student data within institutional systems, including the student information system and related platforms.
  6. Assist with compliance-driven processes such as residency determination, academic standing, and other enrollment-related requirements. 
  7. Participate in audits, reporting, and data validation activities related to enrollment and student records.
  8. Collaborate with Information Technology Services and functional leads on system updates, testing, troubleshooting, and continuous process improvement. 
  9. Serve as a point of contact for faculty and staff regarding registration timelines, grade processing, progress reporting, and records-related workflows.
  10. Assist with faculty and staff support related to systems used for registration and student records.
  11. Support student-facing communications related to records and registration processes.
  12. Contribute operational insight and records expertise to enrollment management and student success initiatives, including Strategic Enrollment Management (SEM) efforts.
  13. Assist in the preparation and coordination of reports, data requests, and documentation that inform enrollment planning and student outreach.
  14. Safeguard student information in accordance with FERPA and other applicable privacy and records retention requirements.
  15. Participate in departmental planning and continuous improvement efforts with a focus on sustainability, accuracy, and student experience.
  16. Assist in the tracking of student athletes and in the certification of athletic eligibility.
  17. Participate in graduation and commencement-related activities, as needed.
  18. Perform other related professional duties as assigned to support departmental goals and institutional priorities.
  19. Support the day-to-day operations of student registration, academic records, and enrollment services.
  20. Assist the Department with evaluating transcripts.

Essential Functions

  1. Understand and support the mission of the community college.
  2. Communicate effectively in person, by telephone, and electronically on a daily basis.
  3. Interpret and apply college policies, procedures, and regulatory requirements.
  4. Operate computers, enterprise systems, and standard office software proficiently.
  5. Maintain accuracy and attention to detail in a fast-paced environment.
  6. Work effectively in a team environment.
  7. Some evening hours may be required. 

Personal Interaction

Frequent contact is made with college personnel, faculty, students, and the general public in the routine performance of duties and departmental services.

Supervision Exercised

This position does not exercise formal supervisory authority. The Records Coordinator may provide functional guidance and training support to staff as assigned. 

Requirements

  • Associate's degree required; Bachelor's degree preferred.
  • Demonstrated ability to communicate clearly, accurately, and professionally.
  • Ability to work effectively in a fast-paced, detail-oriented environment.
  • Functional experience with enterprise resources planning (ERP) systems; experience with Banner preferred. 

Revised: 09/24/2026

Tort Liability Statement:

Coordinates the College Risk Management Program in a capacity appropriate to this position. This includes, but is not limited to, monitoring conditions, events and circumstances present through daily College operations, and communicating observations to the appropriate supervisor or taking necessary actions to correct, prevent or limit safety problems. May serve as a member of a committee that supports the health, safety and/or legal rights of visitors, students and staff. Such committees may include the AA/EEO, Sexual Harassment, and Safety/Loss Control committees. (Risk Management Categories I, III, IV. See Tort file.)

This description is intended to indicate the kinds and levels of work difficulty that will be required of the position that will be given the title and shall not be construed as declaring what specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of the supervisor to assign, direct, and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

 

Employee Signature Supervisor Signature

 
Date Signed by Employee Date Signed by Supervisor