Student Records Specialist

Located 45 minutes from the Nation’s Capital and nestled in a history-rich region of Southern Maryland, the College of Southern Maryland (CSM) has twice been recognized by the Aspen Institute as one of the top 150 community colleges in the nation. CSM is also nationally ranked among the top 100 producers of minority associate degrees across many fields. With more than 100 academic programs, CSM is known for its student-centered focus, innovation, and responsiveness to our regional workforce and community.

CSM offers excellent health insurance benefits;
State Retirement Pension plan; wellness programs;
Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Student Records Specialist I is responsible for maintaining accurate student records, ensuring data integrity, and complying with applicable College policies and laws. The Specialist interacts daily with prospective, current, and returning students, faculty, staff, and other members of the community. The position provides support for registration and records management, responds to student inquiries, and provides general information and assistance regarding other College services, including admissions, financial aid, academic advising, and placement testing.

The Specialist works independently to research and resolve issues while demonstrating strong problem-solving, organizational, communication, and customer service skills. The role involves managing a high volume of requests and communications through paperwork, email, phone, live chat, and in-person interactions.

Reports to:

Director, I, REG

The hiring salary for this position will be from the min to mid-point of the salary range advertised.

This position is open until filled.

• Process continuing education and credit registrations, including those with special overrides based on department approvals.
• Maintain database integrity, ensuring correct demographic data and academic record accuracy, in both Colleague and Lumens, with full access to student records.
• Process audit and withdrawal paperwork, always ensuring the student is informed of potential financial implications.
• Research and resolve registration, student record, and online services issues for students, faculty, and staff, including grade discrepancies, registration/deregistration issues, transcript discrepancies, course entry issues, and direct customers to the appropriate office when necessary.
• Monitor the Lumens Middle Cloud (LMC) daily for continuing education registration issues, including duplicate records, time conflicts, registration holds, and other system issues, and take appropriate action to resolve them.
• Research and resolve duplicate student records, working with other departments to ensure student information is accurately consolidated on the appropriate record.
• Scan, image, link, and retrieve student record documents using Image Now, ensuring documents are accurately associated with the appropriate student record and providing records to authorized college personnel as needed.
• Manually adjust records for specially authorized refunds or removal of debts after refund deadlines, coordinating with the Bursar’s Office to ensure the process is completed.
• Research microfilm for old records and manually enter all classes and grades into Colleague.
• Enter grades and process grade changes for continuing education and credit courses.
• Process corporate and MCET contract registrations, verifying program…