Student Records Specialist

Website Iowa Lakes Community College

Position:                               Student Records Specialist

Classification:                   Professional Support A

Department:                         Student Services – Records Office

Report To:                            Director of Records and Registration

General Job Summary:

This is a full-time position located on the Emmetsburg Campus. Primary responsibility is to assist the Director of Records and Registration with all duties and serve as the initial contact for students, parents, and staff. Share knowledge of the college and programs with current and prospective students, as well as advisors and staff. Assist with the coordination, planning and implementation of spring and summer graduation ceremonies. Coordinate transcript requests. Serve as a resource to faculty and staff regarding state and federal requirements relating to student records.

% of Time                                          Essential Duties/Responsibilities

Constant(67-100%)1.     Process new student record files, by verifying information or requesting additional data.2.     Assist students and faculty during orientation and registration days on Emmetsburg, Estherville and Spencer campuses.

3.     Perform general office tasks related to the student records office and Estherville Business office.

4.     Process transcript requests.

5.     Coordinate processes and timetables with other areas of the college to ensure efficient processing of records.

6.     Act as student information system resource person and faculty liaison.

7.     Share knowledge of the college and programs for students and staff.

Frequent(34-66%)1.     Update transcripts/student records as changes or additions are made.2.     Assist instructors with grade changes, help students with add/drop, program, and advisor changes.

3.     Verify student status with financial aid office and other outside agencies.

4.     Verify accuracy of diploma information and processes them accordingly.

5.     Answers student, staff, instructors’ inquiries concerning records.

6.     Maintain student records for the office.

7.     Utilize imaging software for electronic records.

8.     Register students for college credit courses and assist with other registration changes.

9.     Appropriately answer questions about college admittance, testing requirements, program course requirements, etc.

10.   Provide verification of student enrollment.

11.   Promote Reverse Credit Transfer and New Start when appropriate.

12.   Plan and communicate graduation activities with graduates/faculty/vendors.

13.   Assist with organization of spring graduation planning and commencement.

14.   Coordinate registration training/activities as needed.

15.   Other duties as assigned in the daily operations of the Registrar Office.

Occasional(10-33%)1.     Advise and assist with student registration.2.     Create Presidential Honors and Deans’ List letters following the fall and spring academic terms.

3.     Create Academic Status letters following the fall and spring academic terms.

4.     Coordinate training sessions with faculty to promote utilization of degree audit reports and student advising.

5.     Enter CLEP and AP equivalencies and enter on student records.

Knowledge, Skills, and Abilities:

  1. Represent the college in a positive manner to employees, students, visitors, and the general public.
  2. Knowledgeable about the college and programs, and policies.
  3. High level of accuracy and attention to detail.
  4. Must be enthusiastic and energetic in performance of assigned duties and responsibilities.
  5. Ability to effectively relate work with personnel in various areas of the organization.
  6. Ability to assume responsibility, deal effectively with problems and exercise good judgement when making decisions.
  7. Ability to efficiently perform tasks in an environment of frequent interruptions.
  8. Strong communication and interpersonal skills required.
  9. Strong organizational and time management skills required.
  10. Ability to work with multiple departments within the college.
  11. High level of computer skills and technology usage.

Special Demands:

Sedentary to light work. Position involves sitting most of the time; exerting up to 30 pounds of force occasionally (10-33%). Stooping, kneeling, crouching, pushing, pulling, and carrying occasionally (10-33%). Walking, lifting, grasping, and repetitive motion frequently (34-66%). Talking, hearing, and viewing various types of close visual work constantly (67-100%). May be required to travel utilizing personal vehicle. Must have valid driver’s license, good driving record, and provide proof of insurance.

Employment with Iowa Lakes Community College is dependent upon successful passage of a criminal background check. Must be legally eligible to work in the United States without employer sponsorship.

The statements contained herein reflect general details as necessary to describe the essential functions, job duties/responsibilities, and performance expectations of the job, which should not be considered and all-inclusive listing of work requirements. Individuals may perform other duties as assigned.

Minimum Qualifications:

A Bachelor’s Degree in education, student services, business or related area is required. Student Services experience at the college level preferred. Additional preference will be given to specific experience in student records, admissions, or financial aid or through demonstrated knowledge of Iowa Lakes’ academic programs. Previous experience with student software systems also preferred.

Salary:          $19.50 per hour

Fringe Benefits: Paid sick leave, vacation, and holidays. Employee health, dental, and vision insurance. Partially funded family insurance available. Employee life and disability insurance. Employee retirement plan.

Application Process:

The following items must be included in your application packet before it will be considered a complete application:

  • Employment Application form
  • Applicant Confidential Information form (This data is used to comply with government required affirmative action record keeping only and is not used for applicant screening purposes.)
  • A letter addressing your qualifications for the position
  • A resume
  • A copy of transcripts, with originals due upon hiring

Only complete application packets will be considered for the position vacancy.

Position open until filled. Review of applications will begin August 5, 2024. View complete job description and application process at Contact Lynn Miller at or 712-362-0409. Iowa Lakes Community College, Human Resources, 19 South 7th Street, Estherville, IA 51334.

Non-Discrimination/Equal Opportunity Statement

It is the policy of Iowa Lakes Community College not to discriminate on the basis of race, color, national origin, sex, disability, age (employment), sexual orientation, gender identity, creed, religion and actual or potential parental, family or marital status in its programs, activities, or employment practices as required by the Iowa Code §§216.6 and 216.9, Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d and 2000e), the Equal Pay Act of 1973 (29 U.S.C. § 206, et seq.), Title IX (Educational Amendments, 20 U.S.C §§ 1681 – 1688), Section 504 (Rehabilitation Act of 1973, 29 U.S.C. § 794), and Title II of the Americans with Disabilities Act (42 U.S.C. § 12101, et seq.).

If you have questions or complaints related to compliance with this policy, please contact Trudy Ahrens, Equity & Title IX Coordinator, 19 South 7th Street, Estherville, IA 51334, 712.362.0433,, or the Director of the Office for Civil Rights, U.S. Department of Education, John C. Kluczynski Federal Building, 230 S. Dearborn Street, 37th Floor, Chicago, IL 60604-7204, phone number 312-730-1560, fax 312-730-1576, TDD 800-877-8339, email

A formal discrimination complaint process is published in the Student Handbook, Employee Handbook, and the Affirmative Action Plan of the College.

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