Student Records Specialist III

Title: Student Records Specialist III

Salary Range: $41,880.00 - $52,356.00

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: Hybrid

FLSA Status: Non-Exempt

College: KCTCS System Office

Campus Location: KCTCS System Office

Department: Chancellor / Admissions & Records

Total Rewards

KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition discounts and waivers
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks of Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The Student Records Specialist III creates and revises system-wide academic curriculum/programs and the course inventory in PeopleSoft after approval by the Faculty Senate and the Board of Regents. Maintains foundational setup tables in PeopleSoft upon which the 16 colleges build course offerings. Maintains CIP/SOC codes for institutional reporting to external agencies at the national and state level. including IPEDS and CPE. Assists the Academic Records Manager on faculty committees including the Senate Rules Committee and provides knowledge of PeopleSoft and Courseleaf setup and capabilities, as appropriate. Provides daily assistance to KCTCS colleges' faculty and staff in the areas of admissions and records by responding to tickets and inquiries in a timely and professional manner and ensuring accuracy of table setup in PeopleSoft. Assists the System Registrar team with preparation of the annual catalog to ensure courses and programs are accurately reflected. Collaborates with cross-functional teams from Academic Success, Students Services, and Technology Solutions.

This is a defined-term contract position renewable each fiscal year and located in Versailles, KY.

KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.

Job Duties:

Maintains Academic Data Tables in PeopleSoft, including Course Catalog, Developmental Course Table, Selective Admissions, and Course Topic. Maintains multiple Curriculum Plan Tables in PeopleSoft for each college and extended campus, including deactivations, approvals, and pilot programs for degrees, diplomas, and certificates. Assists with the annual updates for the KCTCS Catalog, updating the course description section and ensuring its accuracy with the Academic Programs team.

Supports the work of the Academic Records Manager for Faculty Senate's Council, Curriculum Review Committee, and Rules Committee, as necessary. Attends all Rules Committee meetings to provide support with recording minutes, maintaining voting records, assisting with parliamentary procedures, and managing documentation in SharePoint. Assists in updating the "Rules of the Senate" (academic policies) at the conclusion of each academic year with Faculty Senate-approved changes. Reviews changes' accuracy, then assists with publishing Rules online and in print prior to the start of the next academic year.

Responds to and resolves daily Help Desk inquiries and requests (email, phone, ticketing system) from college staff and faculty. Maintains record of Rollover Charts for all KCTCS academic programs and records new academic programs as approved for SACSCOC accreditation reporting. Assists researching new CIP/SOC codes as new academic programs are approved, maintaining existing CIP, HEGIS, Plan Numbers, Sub plans in PeopleSoft tables and deactivating old codes. Works in teams, workgroups, and committees to determine new processes, forms, and other identified items to implement and improve efficiencies. Sets up course pairings for individual colleges as requested. Processes requests for variable credit course setup. Provides assistance to the Academic Records Manager in completion of the Board Book (credential candidates list) on behalf of the Chancellor's Office for presentation to the Board of Regents.

Performs other duties as assigned in support of KCTCS' mission and goals.

Minimum Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent. 

Preferred Qualifications:

Bachelor's Degree and five (5) years of relevant experience or equivalent.

Additional Skills Requested:

This position requires critical thinking, organization, judgment, attention to detail, excellent oral and written communication skills, and excellent skills in the use of technology and the student information system. Requires team work as well as independent work to accomplish job duties. This position also requires working closely and collaboratively with the Academic Programs team to ensure that information in the Courseleaf software (Catalog
(CATI and Curriculum Inventory Management (CIM)) is consistent and accurate. Requires understanding of the curriculum and course approval process and the impact of changes across the systems. Uses the software systems
(PeopleSoft and Courseleaf) to accurately reflect courses and programs and ensures availability to students and staff.

While not required, Certified Courseleaf Professional (CCLP) certification in Catalog (CATI is preferred due to the complexity of the system and the integration to the student information system (PeopleSoft).