Academic Records & Continuing Education Specialist

The Academic Records & Continuing Education Specialist is responsible for providing escalated student support related to all student records and continuing education activities. This position serves the Records & Registration functional areas of non-credit registration for continuing education courses, credit registration, student academic records, academic and refund appeals with processes, including but not limited to, data collection, student communication, student data reports, Banner module maintenance, process improvement and implementation activities. This position will also provide general Records and Registration support to assist our students in their educational path and reports to the Associate Registrar.

Responsibilities:

Manage and process all transcript requests for release to students, colleges, and employers.
• Provide faculty support with no show reporting, midterm grade entry, final grade entry, or grade changes as needed. Provide documentation, support, and processing of these items.
• Manage non-credit continuing education courses for all processes related to student registrations and withdrawals handled in Records & Registration. Process and communicate with all students when a waitlist class opens.
• Serve as the liaison for all escalated student and staff inquires related to registration of continuing education noncredit coursework. This includes but is not limited to maintenance of student non-credit registration, continuing education student and employer account set up, and troubleshoot any registration concerns.
• Manage all credit course enrollment adjustments for tuition modification during the first week of each semester's part of term.
• Coordinate departmental responsibilities as they relate to the student record and refund appeal processes including student documentation intake, tracking, student record updates, and student communication.
• Manage the application intake, processing, and communication for academic forgiveness applications to the department.
• Conduct reporting and data analysis related to academic records and non-credit continuing education.
• Responsible for the workforce academic appeal intake and processing, including, but not limited to, tracking, student record updates, and student communication.
• Test functionality of Banner upgrades and patches pertaining to academic records and non-credit continuing education during quarterly cycles.
• Responsible for assisting with end-of-term processes.
• Investigate and resolve all escalated student and staff concerns related to registration of credit coursework. This includes but is not limited to maintenance of student registration time tickets and permit overrides, troubleshoot any registration concerns, and student lab support of all new and open registration students.
• Serve as the records & registration subject matter expert for internal and external customers for training, troubleshooting, and student support.
• Identify and implement uses of Banner and office systems technology to support continuous process improvement.
• Develop an in-depth working knowledge and be a staff resource for the Banner modules related to the student functional areas.
• Conduct general Records & Registration student support and assist the team with duties that take priority for student success and support.
• Practice and enforce FERPA regulations, CVTC and Wisconsin Technical College System (WTCS) board policy for all the above.

Required Knowledge, Skills and Abilities:

• Ability to handle multiple tasks and responsibilities in a detail-oriented and high stress environment.
• Ability to work independently and as a team member and work nonstandard hours as necessary.
• Ability to learn and adhere to college policies and procedures.
• Ability to keep accurate records and develop and maintain detailed reports.
• Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
• Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
• Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
• Ability to recognize personal biases, adapt to different cultural situations, and demonstrate a commitment to respectful interactions with persons of various ethnic, cultural, socio-economic, or educational backgrounds.
• Advanced knowledge and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Microsoft Office, Outlook, Word, Excel, Teams, and Banner.

• Associate degree in Professional Communications, English, Administrative Professional or related field required.
• Minimum of two years of experience in customer service or professional office setting.
• Higher education experience with direct experience working with student records and/or course registration preferred.
• Experience with a student information system such as Banner preferred.

In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.

The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.

2025 annual benefits include:

• 3 - 4 weeks of paid vacation time based on years of service
• 11 paid holidays
• Paid winter break - varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year's holidays (some exceptions may apply for essential workers)
• Paid summer break - the week of July 4th.
• 4 paid personal days
• 3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
• Paid bereavement time
• Paid volunteer time
• Tuition reimbursement up to $2,500 annually (eligibility requirements apply)
• Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
• Wellness incentive of up to $600 for employees enrolled in CVTC's health insurance
• $2,500 cash-payment in lieu of CVTC health insurance coverage for employees who have credible coverage through another source
• Dental insurance for employee, spouse, and dependents
• Vision insurance for employee, spouse, and dependents
• Life and long-term disability insurance premiums paid by CVTC
• Wisconsin Retirement System (WRS), CVTC matches 6.95%, vested at 5 years of credible service
• 403(b) tax deferred annuity program
• 457(b) deferred compensation plan
• Section 125 flexible spending accounts
• Employee Assistance Program (EAP)
• Professional development
• Certified Gold Level Family Friendly Workplace (FFW)
• Access to expansive collection of college and public library resources for personal and professional use
• Free or low-cost services offered by CVTC program students, such as computer repair, automotive repair, Shear Inspiration Salon and Spa, aesthetician services and 620 West restaurant and culinary pop ups

Benefits begin on the first date of employment (i.e., there is no waiting period).

CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college's non-discrimination policies: Vice President of Talent & Culture, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711