Student Records & Registration Specialist

* Provide front-line support and assistance to students, faculty, and staff regarding a wide range of student records functions.
* Ensure accuracy and integrity of student academic records in accordance with Federal regulations, including the Family Educational Rights and Privacy Act (FERPA), state data privacy laws, and institutional policies and procedures.
* Assist in monitoring student records and registrations to assist in detecting fraudulent students. Process suspected fraudulent student records through the Registrar’s office, following the procedure outlined by the Minnesota State System Office.
* Utilize the student information system (ISRS) and related platforms to enter, verify, update, and retrieve student data with a high degree of accuracy and attention to detail.
* Collaborate with academic departments, advisors, and administrative offices to support consistent and efficient records-related processes.
* Communicate policies and procedures to students and staff in a clear and professional manner; provide guidance and troubleshooting assistance as needed.
* Maintain up-to-date knowledge of college, state, and federal regulations through participation in ongoing training sessions and professional development opportunities, regular department and cross-functional team meetings, institutional and systemwide communications and updates related to student records and registration processes.
* Support cyclical and term-based operations such as term setup, enrollment verifications, grade processing, and commencement preparations.
* Contribute to continuous improvement of workflows, documentation, and customer service practices related to student records and registration services.
* Serve as the primary point of contact for prospective and currently-enrolled veterans and their families across all 5 campus and 2 center locations of Minnesota West Community and Technical College regarding enrollment in eligible benefits.
* Provide guidance to veteran students on educational opportunities, the college application process, course registration, financial aid, veterans’ educational benefits, satisfactory academic progress, and transfer of military educational credit.
* Work with eligible students to resolve issues related to benefits to ensure students are receiving maximum benefits and all compliance requirements are met.
* Certify veterans’ educational and housing benefits, monitor monthly enrollment levels, report enrollment changes monthly, report graduation dates, and perform all other reporting duties associated with veterans’ benefits in accordance with state and federal requirements.
* Coordinate and supervise the Veterans Club for Veteran students. Coordinate activities and events for veterans and their families and serve as a resource and advocate for veterans.
* Ensure compliance with all applicable state and federal regulations related to veterans’ benefits, reporting, and student eligibility requirements.
* Manage student veteran funds and the veterans’ budget, including monitoring expenditures, reconciling accounts, and ensuring appropriate use of resources in alignment with institutional and regulatory guidelines.
* Attend trainings and meetings to ensure knowledge is current.
* Serve as a secondary point of contact and support for admissions processing during peak periods, staff absences, or as needed to ensure continuity of service.
* Support the evaluation and processing of transcripts, placement scores, and other required admissions documents.
* Collaborate with the admissions team to troubleshoot issues, maintain data integrity, and provide high- quality customer service to applicants.
* Stay informed of current admissions procedures, deadlines, and policy changes to ensure accurate and effective backup support.
* Participate in cross-training and documentation of admissions-related tasks to maintain preparedness for backup responsibilities.
* Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
* Ability to respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated…