Records Compliance Analyst

TYPE OF SUPERVISION:

Receive direction from the University Registrar.

• Direction – indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Record Management & Compliance - 40%

• Monitor and verify student enrollment and degree data for official internal and external reporting (e.g., National Student Clearinghouse, auditors, accreditors), ensuring data integrity and timely submissions.
• Interpret and communicate academic, registration, and enrollment policies and procedures; collaborate with university partners to resolve complex registration and record issues.
• Oversee National Student Clearinghouse (NSC) and National Student Loan Data System (NSLDS) reporting and compliance, including enrollment reporting, data validation, error resolution, and related maintenance activities.
• Assist with advanced data processing and validations, including end-of-term processing, academic standing review, and graduation/degree conferral processing.
• Ensure data integrity and accuracy for internal and external reporting in collaboration with Institutional Research and other departments.

Registrar Systems & Workflows - 40%

• Ensure the proper setup, maintenance, and monitoring of tools, systems, and processes required for accurate and timely transcript release and enrollment certification through NSC (including managing report transmissions).
• Update student identification information within the Student Information System (e.g., Banner) upon request by reviewing appropriate documentation (e.g., identification documents, signed releases, court orders).
• Support Registrar’s Office operations using systems and platforms such as Banner, SoftDocs, Parchment, and NSC; scan and index documents daily and use Microsoft Office to complete records processing tasks.
• Provide established and ad hoc reports and datasets to Registrar’s Office staff and campus stakeholders within the data governance model; develop or configure custom reports within platforms as needed.
• Maintain functional configuration, testing, and documentation for Registrar’s Office application software; identify opportunities for system improvements, modernization, and consolidation.
• Develop and deliver training and workshops for Registrar’s Office staff and campus partners on system functionality and records processes.
• Ensure the effective and optimal use of the student information system and related technologies to support Registrar operations. 
• Develop and manage enterprise system rules, requisites, codes, and configuration for student services modules related to Enrollment Reporting to NSC and NSLDS.

Student Record Services - 20%

• Process enrollment verifications, degree verifications, transcript requests, and other student record requests (phone, email, in person, and vendor platforms) in accordance with university policies and FERPA requirements.
• Maintain, archive, and protect the confidentiality of student transcripts and records, adhering to established record-release procedures and applicable regulations.
• Respond to and manage a high volume of student and stakeholder inquiries related to registration, graduation, transcripts, holds, and general academic records questions.
• Perform other duties as assigned.

POSITION SPECIFICATIONS AND REQUIREMENTS:

EDUCATION, EXPERIENCE, CERTIFICATION AND/OR LICENSES:

• Bachelor’s degree required, Master’s degree preferred or equivalent combination of education and experience
• 5 to 7 years of progressive experience in student records, enrollment reporting, and records compliance functions (e.g., enrollment/degree verification, transcript processing, and data validation), preferably in a higher education environment.
• Experience supporting records, reporting, and compliance functions in a higher education setting, including knowledge of curriculum and academic program structures and service to diverse student populations (including adult learners).
• Demonstrated ability to adhere to legal requirements and regulations (including FERPA, Enrollment Reporting, among others) and maintain confidentiality while delivering excellent customer service.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Strong working knowledge of SIS platforms (e.g., Ellucian Banner,)
• Understanding of data governance, FERPA compliance, and integration with reporting systems.
• Ability to analyze complex systems and drive process improvement and automation.
• Experience supporting diverse functional units such as Financial Aid, Advising, and the Registrar's Office.
• Knowledge of admissions, and other student service policies and procedures
• Strong knowledge of project planning, management, and implementation concepts
• Working knowledge of third-party records and reporting services (e.g., National Student Clearinghouse) and the ability to manage transmission, validation, and error resolution processes.
• Proficiency with document management and transcript delivery platforms (e.g., SoftDocs, Parchment) and records imaging practices such as scanning and indexing.
• Ability to develop and deliver training and workshops for staff and campus partners on system functionality and records processes.
• Demonstrated expertise in business process mapping and systems optimization.
• Knowledge of business intelligence and data analysis concepts
• Skill in collecting, organizing, and analyzing complex technical data
• Skill in using logic and reasoning to evaluate alternative solutions, conclusions, and/or approaches to problems
• Excellent interpersonal and communication skills for interacting with diverse individuals and groups at all organizational levels
• Ability to quickly learn new computer applications and administrative software programs
• Ability to implement new systems and procedures and evaluate their effectiveness