The Records and Data Clerk will play major role in maintaining student academic records, financial assistance, and registrar records, monitoring internal controls and designated functions of the Registrar and Financial Assistance Offices, and will be cross-trained for enrollment servicing. This position involves extensive records management, document imaging, data entry, interaction with students and staff, and incoming/outgoing communications through internet, e-mail, and self-service portal. A thorough knowledge of data and records management is imperative. The key components to this position are the ability to work with diverse individuals in a high-traffic environment, excellent customer service and professionalism, and attention to detail.
The Records and Data Clerk will assess best practices, identify solutions, and create procedures for converting paper to electronic records which includes scanning, indexing, storing, and accessing student records within 30 days. The clerk will execute the file preparation plan within 60 days, will execute 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. The Clerk will create a financial aid compliance check process within 60 days. The Records and Data Clerk shall ensure conversion of student records and a paperless filing system within one year.
Records Management/Reporting: • Serves as student records assistant and is responsible enhancing functionality and efficiency in managing records, maintaining files, records preparation, document imaging, and filing. • Assists the data manager in creation, execution, and update of the document imaging and control plan, the records retention schedule, records management policies, and scanning of student academic, financial aid, and other Registrar records. • Prepares and processes various types of reports. Maintains various forms and other documents. • Reviews files, records, and other documents for information to respond to requests; and compiles statistical and other reports on various financial aid and academic record related topics.
Clerical/Data Entry: • Responsible for a variety of clerical, technical, and administrative duties involving student academic and financial aid records maintenance. • Data entry and processing of Enrollment Management forms. • Composes letters and other routine correspondence, answers telephones/voicemail, manages multiple e-mail accounts, and responds to requests.
General Duties: • Serves as a point of contact for records, aids students in document and form submission, and provides support and solutions for the Registrar and Financial Assistance Offices. • Communicates with students, staff, and others to disseminate information, resolve, and respond to issues. • Works with the Enrollment Management team to support all functions of the enrollment and registration processes and provides leadership for student employees. • Cross-trained for Registrar, Financial Assistance, and Admissions policies and procedures for one-stop servicing. • Trouble-shoots system and processing issues (over awards, processing rejects): • 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.
Maintenance of HSSU Self-Service Portal for financial aid and Registrar: • Assists in testing updates and documenting the financial aid process in the administrative system and maintaining the Financial Aid processing and system user manual. • Manages the awarding of all awards from the State of Missouri. • Assists with the creating and maintenance of comprehensive electronic communication plans (emails, generation of all letters/e-mails, and self service). • Maintains shared financial aid and registrar drives and calendars.
Monitors electronic forms submissions: • Monitors daily Financial Aid and Registrar processes and document flow • Updates and maintains multiple web pages and email accounts • Assists with setup and maintenance of the HSSU Foundation Scholarship accounts • Assists Data Manager with creating error checking, and compliance reports needed to monitor and maintain the financial aid process • Transfers monitoring for NSLDS and assists with monitoring COD rejects (MMR, Default, POPs, etc.)
EDUCATION & EXPERIENCE REQUIREMENTS
Applicants must hold an Associate’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 two years of records management experience in a college or university records, registrar, financial assistance, or related student administrative office. Will consider applicants with a minimum of 4 years of records and data management experience in a non-college or university setting. Must have superior 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 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 the Data Manager or other EM Administrators.
OTHER REQUIRED SKILLS & ABILITIES • The ability to operates office machines, such as computer, scanner, copier, fax machine and shredder. • The ability to work independently and to collaborate with a diverse team and work in partnership. • The ability to work independently with little direct supervision. • The ability to present yourself in a professional manner while representing the university. • The ability to lead and accept performance feedback.
PHYSICAL REQUIRMENTS • 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 coeducational municipal university centrally located in St. Louis. MO. There are three divisions. The college division provides a program of instruction leading to the degree of B.A. in education. The junior college division offers two-year courses in general, professional, and pre-professional training for residents of St. Louis. The University hosts collaborative graduate degree programs with Maryville University, the University of Missouri-St. Louis and Webster University. The University continues to expand, adding new campuses and buildings as part of its 21st-century initiative to offer opportunities for both undergraduate and graduate students seeking a variety of degrees.