People Strategy, Equity, and Culture

Registration & Records Specialist

  • Title: Registration & Records Specialist
  • Class: Classified
  • Exempt Status: Non-exempt
  • Grade: 18

Job Summary

Under the direction of management, the Records & Registration Specialist performs a variety of responsibilities related to Records & Registration operations at Portland Community College. Acts as the primary contact for students regarding student records and registration related documents and supports back-end processing work.

Typical Duties and Responsibilities

  1. Provides support and guidance to student inquiries regarding records, registration, and general college policies and procedures via multiple modalities (phone, email, chat).
  2. Processes registration forms, class additions, senior audits and/or withdrawals for a variety of course types (Credit, CEU, ABE & ESOL).
  3. Processes dual enrollment program requests from 4 year college and university partners. Responds to technical inquiries.
  4. Processes incoming official transcripts. Ensures document integrity by preserving chain of custody. Links and scans academic transcript to the appropriate student record in Banner.
  5. Applies federal, state, local and institutional laws, regulations and policies. Performs all functions within compliance of the above restrictions as well as within FERPA compliance (Family Educational Rights and Privacy Act).
  6. Assists with PCC diploma production. Complies and edits reports for diploma orders.
  7. Assists with outgoing transcript production. Navigates transcript portal to respond to on-hold orders and triage issues.
  8. Processes enrollment verifications and requests from students and various agencies who request information about student enrollment. Evaluates documentation to determine appropriate release of authorization.
  9. Navigates students through the academic records appeal process. Assists with compiling data for academic records appeal.
  10. Creates student master files by entering information from registration forms into the Banner student module. Updates student records by making changes to address, residency, student program, and major.
  11. Assists Records leadership team with FERPA trainings
  12. Receives mail or correspondence for the work unit or area. Opens or reviews correspondence and determines property disposition.
  13. Enters information into Banner and/or other large and complex databases of department records and services, ensures the accuracy and completeness of the data, and generates reports or outputs as needed.
  14. Assists with duplicate record cleanup.
  15. Performs other duties as assigned.

Work Environment and Physical Requirements

Work is generally performed in an office and home environment with frequent interruptions and irregularities in the work schedule. Position involves sitting for extended periods of time while working at a computer terminal. Learned physical skill is required to perform keyboarding and/or ten-key functions. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily. Occasional evening or weekend work is required.

Minimum Qualifications

High school diploma or equivalent. One year of college-level course work or training in records management, data processing, or related area. Experience performing the duties described above for one year may substitute for the college-level course work or training.

Knowledge, Skills and Abilities

Knowledge of:

  • Process, policies and procedures related to records and registration;
  • Educational needs of diverse populations;
  • Student success and retention strategies;
  • Applicable local, state and federal laws, codes, rules, and regulations;
  • Post-secondary education and student development;
  • Available college and community resources and/or programs.

Skill in:

  • Providing excellent customer service that is student-centered and culturally competent;
  • Handling multiple tasks simultaneously;
  • Utilizing computer technology used for communication, data gathering and reporting;
  • Organizational skills and ability to work independently.

Able to:

  • Interact effectively with students, the public and college staff members;
  • Work collaboratively with diverse academic, cultural, and ethnic backgrounds of community college students and staff;
  • Work effectively with internal and external customers, including ability to defuse anger and resolve complaints/issues;
  • Able to consistently follow financial and administrative procedures and to explain these procedures to those unfamiliar with them;
  • Effectively communicate in oral and written form;
  • Interpret, analyze and evaluate complex problems to successfully recognize and define solutions;
  • Maintain confidentiality.

New 5/2023