Title: Director of Records and Reports

Department: DT Admissions & Records

Campus Location: Trinity River Campus

Employee Classification: APT - Administrative

Position Type: FT - Regular

Grant Funded: No 

Compensation Details:  Starting Pay - $84,321

Commensurate with education and experience

Work Hours: Monday - Friday 8:00am – 5:00pm

Remote Eligible: This position is not eligible for remote work

Special Instructions to Applicant:

Job Summary:

Reporting to the District Director of Admissions and Records, the Director of Records and Reports is responsible for overseeing all records maintenance, graduation, commencement preparation, National Student Clearinghouse (NSC) enrollment reporting, directory and subpoena responses, and the transcript evaluation processes.

Primary Duties and Responsibilities:

Essential Performance Requirements*
Leads, directs, and coordinates records, graduation, and transcript evaluation staff to support National Student Clearinghouse reporting, graduation processes, Reverse Transfer degree awarding, end of semester processes, commencement preparation, academic program and grade changes, credit by exam/experience, transcript requests/enrollment verifications, data audits for preliminary reporting cleanup, records maintenance, and transfer credit evaluation
Interprets college and state policy and implements procedures pertaining to state report data quality and student records maintenance integrity
Serves as the primary administrator for NSC including renewals of NSC Memorandum of Understanding (MOU)
Serves as the primary administrator for Parchment transcript fulfillment
Serves as primary point of contact and fulfills directory list requests and subpoena responses in compliance with the Family Educational Right and Privacy Act of 1974 (FERPA) along with requests for Apolstille Transcripts and enrollment verification
Assists with training for Admissions and Registrar staff to promote accurate and consistent procedures throughout the District
Assesses equipment needs and maintains an inventory of forms used in areas of responsibility; reviews, updates, and revises key printed forms; creates and maintains form workflows where appropriate

General Supervision and Management
Supervises assigned direct reports with the responsibilities of hiring, training, evaluating, and mentoring
Provides leadership for the Records, Graduation, and Transfer Evaluation teams

Service Excellence
Participates on behalf of the College in external community organizations and associations as assigned to support the essential performance requirements
Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite
Completes all required training and professional development sessions sponsored through Tarrant County College (TCC)
Supports the mission, values, goals, and principles of the College

Supervision
Works under the general supervision of the District Director of Admissions and Records

*Performs Other Related Tasks as Required

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Minimum Qualifications:

Masters degree
Five (5) years’ working experience related to the Essential Performance Requirements
Three (3) years' experience supervising (e.g., managing and evaluating the performance of others)

Preferred Qualifications:

At least one (1) year’s working experience in a large, multi-campus, higher education environment related to the essential performance requirements

Knowledge, Skills and Abilities:

Knowledge of Ellucian Colleague or similar higher education student records system, relevant to the functions noted in the Essential Performance Requirements
Knowledge of budget preparation and expense control processes
Knowledge of procurement processes (vendor agreements, bid requirements, etc.)
Skilled in excellent customer service and interpersonal relationships
Skilled in oral, electronic, and written communications
Skilled using computerized applications and enterprise systems, including word processing, spreadsheet, and presentation software
Ability to work effectively in a collaborative environment
Ability to perform and prioritize multiple tasks seamlessly while exhibiting strong attention to detail and organization
Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied, and unpredictable in scope and volume
Ability to analyze technical, financial and legal documents and records and provide sound recommendations based on policy, procedure, practice, and existing regulations
Ability to delegate work appropriately to staff to meet College and campus deliverables

Physical Demands and Work Environment:

Physical Demands
The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment
The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.

Accommodation/EEO Statement:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.