The Records and Data Manager will play major role in managing academic, financial assistance, and registrar records and data, providing solutions, monitoring internal controls and ongoing daily processes, compliance checking and document flow, scanning and indexing. This position involves extensive records management, document control, data collection, direct interaction with students and staff and will manage designated functions for the Registrar and Financial Assistance Offices. The Data Manager will create policy, procedures, and system user manuals and maintain self-service modules through the HSSU student portal. A thorough knowledge of data and records management is imperative. The key components to this position are strong project management skills along with the ability to multi task, work with diverse individuals in a high-traffic environment, attention to detail, and excellent customer service and professionalism.
The Records and Data Manager will assess best practices, identify solutions, and create a file and records management plan which includes a document imaging and control plan for scanning, indexing, storing, and accessing student records within 30 days and create Records Management Policies and Procedures to include the records management, retention, conversion, storage, and retention plan within 60 days. The manager will complete 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 and shall ensure conversion of student records and a paperless filing system within one year.
Records and Data Management/Reporting: • Serves as the student records manager and is responsible for enhancing functionality and efficiency in managing records, maintaining files, records preparation, document imaging, and filing. • Create/execute document imaging and control plans, the records retention schedule, records management policies, and scanning of student academic, financial aid, and registrar records. • Manages data, compiles data, responds to data requests, and compiles reports. • Create policies, procedures, and user manuals and provides training.
Enrollment Management General Duties: • Provides support and solutions for the Registrar and Financial Assistance Offices and students. • Provides leadership for clerk and student employees. • Works with the Enrollment Management team to support all functions of the enrollment and registration processes. • Shares responsibilities for the daily operations of enrollment services and is cross-trained for general Admissions, Financial Assistance, and Registrar functions to provide support. • Creating policies, procedures, and user manuals to support one-stop enrollment servicing and provide staff training.
Maintenance of HSSU Self-Service, processes, and electronic forms submission: • Monitors daily Financial Aid and Registrar processes. • Creates and maintains electronic forms, website, and document flows. • Create error checking and compliance processes/reports to monitor and maintain the financial aid process. • Tests update and documents the financial aid process and maintaining the Financial Aid processing and system user manual. • Maintain a comprehensive electronic communications plan (emails, letters, and self-service) • Manages the awarding of all awards from the State of Missouri. • Setup and maintenance of HSSU Foundation Scholarship accounts. • Responsible for transfers monitoring for NSLDS and COD rejects (MMR, Default, POPs, etc.). • Trouble-shoots system and processing issues (over awards, processing rejects). • Assists with special aid processing projects when needed. 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.
EDUCATION & EXPERIENCE REQUIREMENTS
Applicants must hold a Bachelor’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 three years of records and data management experience, preferably experience with document imaging, in a college or university records, registrar, financial assistance, or related student administrative office.
Must have superior project and time management, 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, meet deadlines, 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 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.