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Coordinator, Student Records

Harrisburg Area Community College
$41,365 - $51,706
United States, Pennsylvania, Harrisburg
1 HACC Dr (Show on map)
April 09, 2024

Job Summary: This position develops, implements, reviews and maintains integrity and accuracy of student records by providing detailed research, technical support, and independent decision making. This position requires a strong understanding of policies, processes, FERPA, grading, graduation applications, terminology, requirements and substitution waivers, and academic renewals.

Minimum Qualifications:

Associate's Degree and 3 years experience.*
*Or a combination of experience and education sufficient to successfully perform the essential duties of the job.

Hiring Range: $41,365 - $51,706

Preferred Qualifications:

* Knowledge of efficient office management practices and experience in a fast paced, detail-oriented office.
* Customer Service Experience

Job Specific Task List:

1. Coordinates the relationship between Banner and all aspects associated with the Registrar's office; manages the relationship between Banner and the National Student Clearinghouse regarding official transcripts; including assisting students with requests, errors and resubmissions; running reports; troubleshooting and addressing all submission errors, process all requests from the National Student Clearinghouse (NSCL) website; determining, setting up and maintaining release dates in-accordance to the academic calendar. - (Essential)

2. Coordinates the official and unofficial transcript request process; including monitoring all requests via mail, fax, in-person and pick-up, managing all transcript request data, and processing all requests for specific college programs. - (Essential)

3. Assists students with all general registrar's office questions; including official/unofficial transcripts requests, grading information, graduation information and duplicate diplomas, education verifications, and student error issues: duplicate records, advising, graduation and transfer. - (Essential)

4. Manages all educational verifications for private investigators, background checks, third-party verifications, and National Student Clearinghouse (NSCL) online verifications. - (Essential)

5. Coordinates the verification of and scanning/indexing of all Registrar's office documents; including release of information, education verifications, form B335's, duplicate diplomas, grade changes, graduation substitution waivers, official transcripts for evaluation, guest student transcripts, change of majors, academic renewals, credit by exam, and transcript acknowledgment cards. - (Essential)

6. Coordinates the verification of and filing of all Registrar's office documents; including form B335's, duplicate diplomas, grade changes, graduation substitution waivers, transcript evaluations, guest student transcripts, transcript request forms, duplicate records and subpoena records. - (Essential)

7. Responsible for the record@hacc.edu email address and the management of transcript request concerns/questions, general registrar's office questions, verify and process all student address changes from MyHACC, and verify and process all 'Do Not Replies' from MyHACC; manages all communication and messaging for office closures, third-party software issues and maintenance, and HACC's fiscal shutdown schedule with the National Student Clearinghouse. - (Essential)

8. Coordinates student record updates; including change of names, address and contact changes, confidentiality forms, and information for deceased students. - (Essential)

9. Manages the Social Security Number (SSN) compliance project. - (Essential)

10. Manages, monitors, and orders registrar's office supplies: office supplies, envelopes, transcript paper, letterhead, and compliance forms. - (Essential)

11. Assists with end of term processes; including processing and mailing diplomas, processing transcripts held for holds/grades/degrees, and dual admission transcripts. - (Essential)

12. Assists/back-up for the transfer evaluation team in regards to processing transcripts for evaluation, calculating/entering PIMS data, entering all transfer credits into Banner, processing transfer evaluation letters, trouble shoot transfer credit issues, assist advisors and students with transfer questions, and assist with call/email lists. - (Essential)

13. Performs functional testing of enterprise application upgrades related to registrar office student functions/tasks and third-party system testing; assists with functional processes training; Serves as a liaison with HACC's information technology professionals. - (Essential)

14. Assists with college-related projects regarding gathering and verifying data; collaborates with college committees, and advises the Registrar in establishing short and long term plans; assesses effectiveness and efficiency of processes; ensures compliance with College policy, and creates an environment responsive to the needs of the office's constituents. - (Essential)

15. Performs other duties as assigned. - (Standard)

Job Type: Full Time 12 Month

About Us:

Our Purpose: Learning for all; learning for life.

Our Diversity Statement: As an institution of higher education, HACC recognizes its responsibility to maintain an environment that affirms the diversity of people and ideas.

HACC embraces, supports, and actively pursues a policy of inclusiveness that reflects and appreciates the diversity of the community it serves and the world in which we live.

The Board of Trustees and the President lead HACC's commitment to open access to education, diversity, cultural sensitivity, and equal opportunity in employment. This commitment serves to promote a college-wide environment of collegiality, inclusiveness, respect, and cultural competence.

Our Core Values:


  • We set high goals and achieve them.
  • We consistently perform above our own and others' expectations.
  • We provide exceptional service to all.


  • We challenge the status quo.
  • We continually strive to develop new and creative approaches to the education and training needs of our communities.


  • We promote respect, collegiality, diversity and empathy in all we say and do.
  • We nurture awareness and cultural sensitivity to create a climate of trust.
  • We create a learning environment that appreciates diversity.
  • We respect the shared governance decision-making process.


  • We behave in a manner consistent with our core values.
  • We are honest, open and truthful in our statements and actions.
  • We provide the most accurate information available in all communication.