Student Records Supervisor

SUMMARY OF POSITION FUNCTION: 

Manages, plans, implements and coordinates the Center’s Data Integrity/Quality Assurance Program.

MAJOR DUTIES AND RESPONSIBILITIES: 

• Provides supervision, direction, and oversight to the Data Integrity/Quality Assurance Department.
• Oversees the input of student data into the Center Information System (CIS).
• Provides supervision, training, assessment, and leadership for Student Records staff. 
• Coordinates with Counseling and Life Skills Departments to ensure the currency and accuracy of records dealing with student movement to and within or from the Center.
• Monitors the data entry relating to student accountability, leave, pass, transportation, pay, clothing allowance and other related matters.
• Directs completion of forms pertaining to student input with screening agencies and processes all student transfers.
• Acts as Center Director in the absence of the same.
• Acts as trusted advisor to the Center Director and is a member of the senior leadership team.
• Conducts routine quality assurance checks on individual student records and takes immediate corrective action in case of noted shortcomings in accordance with the Center’s Quality Assurance Plan.
• Tracks missing documentation and follows through with responsible department heads to ensure that student records are accurate and without data integrity concerns.
• Implements controls and compliance metrics to reduce data issues and improve data quality.
• Identifies and leverages opportunities to continually improve the quality of data management systems, processes and standards.
• Monitors and ensures timely submission of travel authorizations (TA)
• Monitors daily attendance and follows up to department heads for accountability.
• Responsible for planning and monitoring of OBS to our GAP partners.
• Monitors the EIS report to ensure compliance on applicant status. 
• Plans, organizes and controls the use of overtime and on-call staff to insure compliance with Center and ETR policy and procedures.

Note:  This job description is not intended to be all-inclusive.  Employee may perform other related duties as needed to meet the ongoing needs of the organization.  

SKILLS/COMPETENCIES:

• Demonstrated knowledge of management practices; proven ability to lead and support a team
• Ability to understand, control and track direct spending and labor budgets
• Ability to manage, record and interpret raw data and reports
• Working knowledge of current information and records management principles and practices
• Possesses excellent computer knowledge and skills 
• Strong analytical, written/verbal communication, interpersonal and relationship building skills
• Meticulous documentation/recording skills and attention to detail; excellent time management
• Ability to multi-task in a fast-changing environment
• Proficient in the use of computer software such as MSWord, Excel and Outlook, etc.

EDUCATION REQUIREMENTS:

• Bachelor’s Degree in related area; a combination of education and experience may substitute for formal education on a year-for-year basis.

EXPERIENCE:

• Three years work related experience in records management; one of which was in a supervisory capacity. 

OTHER:

• Must possess a valid Driver’s License with an acceptable driving record.  

ADA REQUIREMENTS:

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.  However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose an undue hardship on the company.  

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position.

PHYSICAL ACTIVITIES:

• Reading, writing and communicating fluently in English
• Hearing and speaking to express ideas and/or exchange information in person or over the telephone
• Seeing to read labels, posters, documents, PC screens, etc.
• Sitting, standing, moving about or walking for occasional or frequent periods of time
• Dexterity of hands and fingers to operate a computer keyboard and other office equipment
• Kneeling, bending at the waist, stooping and reaching overhead
• Retrieving and storing files and supplies; occasionally carrying and/or lifting light objects 

WORKING CONDITIONS: 

• Campus and general office setting
• Indoor and outdoor environment
• May be required to work a flex schedule to include evenings and/or weekends