What are the responsibilities and job description for the Executive Director of Student Records and Compliance position at Texas Southmost College?
Job Summary
The Executive Director of Student Records and Compliance is responsible for the strategic and comprehensive operations and management of the Colleges student academic record-keeping and ensuring timely and efficient delivery of services, overseeing quality controls, and promoting effective management of student academic records. Serves as lead administrator for all aspects of the College’s student academic record-keeping systems and oversees the following units to include direct leadership and supervision for Admissions and Records, Testing, Financial Aid programs, Veterans Benefits, Graduation, and TSI compliance.
Essential Duties and Responsibilities
- The Executive Director of Student Records and Compliance must have an in-depth understanding of student records administration, and knowledge of current records, registration, and enrollment policies, Veteran’s Benefits, Title IV compliance and other regulations, both state and federal laws and trends as well as an in-depth understanding of student information systems.
- The Executive Director of Student Records and Compliance must also be familiar with rules and regulations related to the accreditation of the College.
- The Executive Director of Student Records and Compliance is the custodian of academic records for the College and is responsible for the development, maintenance, and integrity of those records, ensuring compliance with all laws, College policies, and guidelines.
- Plans, coordinates, and supervises the admissions, records, and registration procedures of credit programs and courses in accordance with State, Federal, and institutional regulations.
- Maintains admissions and records of noncredit programs and courses in accordance with State, Federal, and institutional regulations and provides accurate data for submission of State and Federal reports.
- Coordinates, develops, and implements registration and enrollment policies and procedures in consultation with other student services offices.
- Provides accurate data for submission of State and Federal reports dealing with the maintenance of student and course records.
- Oversees the development and implementation of various institutional forms used by the Admissions and Records, Financial Aid and Veterans, and Testing office.
- Leads and supervises the Director of Financial Aid, the Coordinator of Testing, the Coordinator of Admissions and Records, and the Coordinator of High School Programs 12to ensure common policies and procedures.
- Works with Instruction to plan and coordinate the class schedule and portions of the college catalog.
- Plans, coordinates, and implements Texas Success Initiative (TSI) tracking procedures in accordance with state regulations.
- Directs the processes of testing and the evaluation of electronic transcripts.
- Plans, organizes, and manages the graduation exercises.
- Verifies that all graduating students have met prescribed degree or certificate requirements.
- Directs the operation for verifying and notifying students of admissions and academic eligibility.
- Directs the operation for the evaluation of transcripts for transfer students.
- Directs the admission processes and reviews exceptional admission cases.
- Ensures effective academic advising and retention practices for all TSC students.
- Coordinates and implements the delivery of technology solutions to enhance business processes and procedures; delivers data that supports the College’s academic policies and the delivery of services to students, faculty, staff and alumni. Assists with the coordination of the student complaint and appeal procedures relating to admissions for the College and makes recommendations to the Associate Vice President of Student Services.
- Oversees completion and submission of NJCAA athletic eligibility reports each semester.
- Serves as College’s Principal Designated School Official. Processes applications from international student applications, prepare reports and maintain student records. Upholds SEVIS integrity for F-1 with state and federal regulations.
- Reviews, maintains and evaluates the budget for the enrollment and academic support functional areas.
- Develops the program outcomes for the enrollment and academic support functional areas, monitors assessment of those outcomes, and develops plans of action for improvement based on the assessment of those outcomes.
- Assists with the development, implementation, monitoring, and revision of policies and procedures relating to the admissions and records functional area.
- Assists with the process for systematic review and evaluation of the enrollment and academic support functional area per the model adopted by the College.
- Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the worksite.
- Completes duties and responsibilities in compliance with college standards, policies and guidelines.
- Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers.
- Completes all required training and professional development sessions sponsored by Texas Southmost College (TSC).
- Supports the values and institutional goals as defined in the College’s Strategic Plan.
- Working hours may include evenings, holidays or weekends depending on deadline requirements and special events.
- Serves on committees as appropriate and as appointed by supervisor.
- Promotes positive morale and teamwork within the department and provides exceptional customer service to students, faculty and community.
- Performs other duties as assigned.
Required Knowledge and Skills
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- A strong commitment to the mission of the community college.
- Demonstrated knowledge of the admissions and records, Financial Aid Programs, Veteran Benefits, and Testing function and the administration of each function.
- Demonstrated knowledge of principles and processes for delivering class-leading customer services. This includes student needs assessment, establishing quality standards and metrics for services, and the evaluation of customer satisfaction.
- Ability to effectively supervise and motivate personnel.
- Demonstrated knowledge of the planning, implementation and monitoring of budgets in an educational environment.
- Demonstrated knowledge of the rules, regulations and principles of the THECB, as well as other state and federal laws and regulations regarding admissions and records, Financial Aid Programs, Veteran Benefits and Texas Success Initiative Assessment.
- Demonstrated excellent supervisory, administrative, communication, interpersonal and leadership skills.
- Ability to establish and maintain positive and effective working relationships with students, college employees and the public.
- Demonstrated organizational skills in handling and directing multiple and complex assignments and projects.
- Skill in working effectively in a team environment with a customer service focus.
- Ability to communicate effectively, both orally and in writing; define problems, collect data, establish facts, and draw valid conclusions; and effectively present information to top management, public groups, and/or boards of directors.
- Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the community.
- Proficiency with use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet.
Required Education and Experience
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education and experience required.
- Bachelor’s degree from an accredited university. Minimum of three (3) years of administrative experience in higher education; must have Admissions and Records, Testing, Financial Aid, and Veteran Benefits experience.
- Must demonstrate experience in organizing, developing, and implementing operational systems, writing guidelines in an educational setting, and managing a high-volume workflow office.
- Must have experience working effectively in a team environment with a customer service focus.
Preferred Education and Experience
- Master’s degree from an accredited college or university.
- Community college experience in the administration of Admissions and Records, Testing; must have Financial Aid and Veteran Benefits experience.
- Demonstrated experience of positive and proactive approaches in identifying problems, creating innovative solutions, managing projects, leading teams through collaboration, and implementing efficiencies and effectiveness using technology.
- Bilingual in English-Spanish.
Certificates and Licensures
None required.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand. The employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 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 representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 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 moderate.
Disclaimer:
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.
Disclaimer:
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.
Posting Detail Information
Posting Number
2023018TSC
Open Date
03/14/2023
Close Date
Open Until Filled
Yes
Special Instructions Summary
Transcripts (unofficial) are required to be attached to applications for all positions with an educational requirement (Faculty/Staff/Administrative).
Your application is not considered complete until all required documents have been attached.
Attachments must be in PDF or Microsoft Word format and must be no larger than 2 MB.
You will not be able to attach documents after your application has been submitted.
Please Note: Official transcripts are only required if recommended for hire. Please Note: Official transcripts are only required if recommended for hire.
Official transcripts shall be sent directly from the issuing institution to the College District’s Office of Human Resources and must include documentation of all credit earned, including the education requirements that specifically qualifies the applicant for the position. The address to send all transcripts is:
Texas Southmost College
Office of Human Resources
80 Fort Brown, Tandy 105
Brownsville, Texas 78520
For eTranscripts please use email address: eliza.tejada@tsc.edu
The College District recognizes equivalent credits and degrees earned from foreign universities. The equivalency shall be determined by translation and evaluation from a member of the National Association of Credential Evaluation Services (NACES). For more information please visit: www.naces.org.
Your application is not considered complete until all required documents have been attached.
Attachments must be in PDF or Microsoft Word format and must be no larger than 2 MB.
You will not be able to attach documents after your application has been submitted.
Please Note: Official transcripts are only required if recommended for hire. Please Note: Official transcripts are only required if recommended for hire.
Official transcripts shall be sent directly from the issuing institution to the College District’s Office of Human Resources and must include documentation of all credit earned, including the education requirements that specifically qualifies the applicant for the position. The address to send all transcripts is:
Texas Southmost College
Office of Human Resources
80 Fort Brown, Tandy 105
Brownsville, Texas 78520
For eTranscripts please use email address: eliza.tejada@tsc.edu
The College District recognizes equivalent credits and degrees earned from foreign universities. The equivalency shall be determined by translation and evaluation from a member of the National Association of Credential Evaluation Services (NACES). For more information please visit: www.naces.org.
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