Northwest Campus – Gainesville, FL

Job type: Full time

End Date: March 23, 2025

Compensation $32,716.00 Annual

Job Description Summary The application deadline for this position is 11:59pm EST on March 23, 2025.

The Office of the Registrar assists with academic record needs, including transcript requests, graduation, enrollment verifications, petitions, appeals, residency reclassification, transcript evaluation, course registration and grades.

The Records Support Specialist performs routine work having responsibility for assigned administrative and clerical duties in the Office of the Registrar. This position provides administrative support and direct service to students in one or more of the various areas of the Office of the Registrar including, but not limited to student records, transcripts, and verification of enrollment, which requires the application of various general office procedures and knowledge of College Rules and Policies.

Job Description

Responsibilities and Duties Include:

• Serves as a central point of communication via telephone, email, and/or in-person regarding transcripts and evaluation process questions; assistance may involve providing forms, explaining procedures, researching information, and redirecting to appropriate staff and/or departments.
• Receives and processes incoming transcripts, score reports, letters of non-enrollment, course syllabi and other related documents.
• Downloads and prints college transcripts from secured electronic systems and updates student records based on incoming college transcripts.
• Matches transcripts, score reports and other documents to student records to scan into the system.
• Performs a wide variety of administrative tasks including data entry of paper college transcripts and the drafting, editing, and revision of reports and other related materials.  
• Resolves routine administrative problems relative to the department as needed.
• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
• Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
• Provides service excellence through courteous, informed, accessible, and professional engagement.
• Performs other duties as assigned.

Reports to: Transfer and Transcript Evaluation Supervisor

QUALIFICATIONS

Required: A high school diploma or equivalent with two (2) years of related experience or a combination of completed education and/or related work experience equal to two (2) years.

Additional Requirements:  A criminal background check will be conducted.

Preferred: Prior experience and working knowledge of academic records and related rules.

General Knowledge, Skills and Abilities:

• Ability to work successfully in a multi-cultural environment.
• Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
• Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
• Critical Thinking & Judgement – able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
• Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.
• Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
• Organization & Time Management – able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.
• Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.
• Detail Oriented – Proven accuracy and attention to detail.
• Multi-task – Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

Application Process:  All applicants must submit a completed online SF application, a letter of intent, an up-to-date resume/curriculum vitae, and unofficial academic transcripts (if applicable) to be considered for this position. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made.

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. sfcollege.edu/eaeo
 
Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: equity.officer@sfcollege.edu

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.