Student Services Specialist Sr; Transcripts

Position: Student Services Specialist Sr (Transcripts)
In this role, the ideal candidate will be an critical part of our Admissions and Records department, focusing on transcription activities, while building relationships with our students and families of Phoenix College. The Student Services Specialist Sr, provides student services support, transcript processing, and information resource referrals by performing support tasks, including transcript evaluation and articulation, document retention and records management, enrollment services and compliance reporting, and backup and cross-functional support in the areas of athletic eligibility, graduation, international, veteran services, and general one-stop services.

Coordinates office workflow and provides training to other staff members.

Essential Functions

40% - Transcript Evaluation and Articulation

Evaluates incoming college transcripts by analyzing and interpreting guidelines and regulations. Advises staff and students through extensive research leading to graduation in accordance with specific program and accreditation requirements. Serves as liaison for international transcript processing and validation and communicating final outcomes. Evaluates and processes all military transcripts and coordinates all high school transcript processing. Leads research and recommends course equivalencies for courses not in the Student Information System (SIS) and forwards documentation to District Curriculum for inclusion in the Transfer Evaluation System (TES).

Processes, determines, and enters external examination scores including CLEP, Advanced Placement (AP), and International Baccalaureate (IB). Plays a key role in identifying fraudulent or unverifiable documents.

20% - Document Retention and Records Management

Trains and directs staff (full-time and part-time) workflow of document retention and scanning, ensuring quality control and compliance with state, federal, and District regulations and procedures. Schedules staff coverage and ensures all documents received are scanned, verified, and stored in designated document retrieval systems. Manages and oversees all document retention activities to maintain compliance. Retrieves and processes electronic transcripts from Parchment, e-Script, National Student Clearinghouse, and other electronic transcript services, determining appropriate actions when alternative services must be evaluated.

Serves as a lead worker on assigned projects.

20% - Enrollment Services and Compliance Reporting

Performs enrollment services functions including admissions, registration, citizenship and residency determinations, record verification, grade changes, and GPA calculations. Assists with timely data reporting to the National Student Clearinghouse, ensuring compliance with NSLDS, Title IV regulations, and enrollment verification requirements. Compiles data and prepares routine and ad hoc compliance reports, including degree verification and external agency reporting (e.g., LSAC, AMCAS). Runs reports for data cleanup and system corrections (e.g., tuition calculation errors, program plan discrepancies), verifies last date of attendance, and updates student records accordingly.

Resolves duplicate records and coordinates with District Help Desk for system cleanup. Cancels transcripts and verifies credit processing for Student Business Services.

20% - Backup and Cross-Functional Support

Provides backup support to the Athletic Eligibility Specialist by determining student eligibility in accordance with NJCAA guidelines and assisting with audit reporting. Provides backup supports to Graduation Specialist by calculating GPAs, entering graduation applications, processing degree and certificate completion, and updating SIS records. Provides backup support to International Education Programs by assisting with information gathering for ESL and underrepresented populations. Serves as liaison to Veteran Services, providing admissions, records, and registration support.

Provides support to all admissions and enrollment services staff, including responding to emails, chats, requests, etc. Performs other related duties as assigned.