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Working Title:

Senior Records Specialist - Office & Administrative Specialist Senior

Institution:

Century College

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

White Bear Lake

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

Position Purpose

The work of this position is critical to the successful operations of enrollment related functions and services in the Records office, TSS, Admissions, Financial Aid, and other Student Affairs Offices. The position is responsible for having extensive, accurate knowledge of institutional and Minnesota State policies and procedures. A major responsibility for this position is ensuring data integrity through the research and resolution of duplicate records is ISRS. This position will identify and respond to workflow issues to administer the complex processes required to ensure successful enrollment, persistence, and completion for students.

The position will also, in coordination with the Graduation Evaluator, accurately evaluate and enter graduation applications and graduation data into multiple databases as well as process and order diplomas for all graduates. The position will help maintain, update, and troubleshoot the graduation database.

In addition, the position is responsible for hiring and training student workers for the Records Office and providing customer service support. This position is also responsible for promoting a culture that supports diversity, equity, and inclusion in all forms at Century College.

Position Responsibilities

Perform quality assurance reporting and validation of Records and Registration processes. Adjust and implement process changes in consultation with the Registrar. Evaluate information in ISRS to ensure data integrity, which includes researching and resolving duplicate records using the Minnesota State Duplicate Resolution complex process. Work with the Department of Institutional Effectiveness as needed on research projects and verification of students’ records.
Serve as secondary Graduation Evaluator with evaluating and processing graduation applications including awarding into ISRS and other databases.
Responsible for administering the Graduate Follow-Up Survey.

Salary Range:

$21.90 - $29.65/hour

(DOQ – Salary Placement will be done at time of hire.)

Minimum Qualifications

Knowledge of English sufficient to speak, read, understand, and respond to written and spoken communications and to participate in discussions and communications with various stakeholders.
Word Processing & Spreadsheets: Knowledge of computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect them.
Skill in technology is sufficient to use non-standard or advanced software features, programs, and web-based resources.
Data Base Management: Ability to collect and analyze data for administrative reports; adjusts and corrects errors to avoid potential data problems.
Advanced customer service skills to work with students, student workers, co-workers and various other stakeholders via phone, email, and in-person.
Lead Work Skills and experience sufficient to hire, train, and assign work to student workers for the Records Office.
The ability to interpret institutional, state, and federal policies and regulations then translates and develops them into administrative and programmatic procedures and processes relative to the position responsibilities.

Preferred Qualification

Associate degree or three (3) years of experience in higher education in an Enrollment Management area: Admissions, Financial Aid, Registration and Records, Advising, Student Life, Diversity, or a related customer service field.
Knowledge of college career program offerings, student enrollment services, and admissions requirements.
Knowledge of Minnesota State and college policies, as well as state and federal laws and regulations
Ability to maintain the confidentiality of private information according to federal regulations (FERPA, Data Privacy Act, Minnesota State and ATC policies and procedures).
Knowledge of and experience with the National Student Clearinghouse.
Knowledge of ISRS and the Communication Module, Perceptive Content/ImageNow, uAchieve, and Power BI.
Ability to work independently and manage multiple tasks and responsibilities in a fast-paced environment.
Ability to ensure quality standards, deadlines and proper procedures are followed.
Ability to work within a team as well as working independently without constant supervision with adherence to deadlines.
Demonstrate knowledge of and interest in diverse cultures and populations.
Working knowledge of current student information system (Integrated Student Records System), Perceptive Content, Minnesota State related Web Communications and degree audit systems (uAchieve).

Other Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in areas listed and indicates the beginning and ending month and year for each job held.

This position requires successful completion of employment references and a driver’s license background check.

Work Shift (Hours / Days of work)

Monday – Friday 8:00am – 4:30pm

Telework (Yes/No)

Yes - *Century currently operates in a hybrid work environment. The hiring manager will provide guidance to the type of work environment at/following the interview process.

Application Procedure

Internal Applicants - Please make sure your applications materials reflect how you appear in Workday.

All current Century College and Minnesota State employees will need to log into Workday to apply for the position via the Jobs Hub. The Jobs Hub can be found under the Menu, in the upper left-hand corner of Workday, under the Apps, and then Jobs Hub. Employees may also search for “Browse Jobs – Employees” in Workday via the search bar at the top to view open positions.

External Applicants - Please make sure to use your legal name on your application materials.

Applicants not currently employed by Minnesota State can access the career site to search and apply for jobs, and to check the status of applications. Those applying for a position will be prompted to create a profile in Workday. This does include other state of Minnesota employees who work for agencies other than Minnesota State.

Direct Link to Posting for EXTERNAL Applicants ONLY:

Please upload the following documents to your application.

Cover letter/letter of interest. (That includes a description of your demonstrated commitment to student diversity, equity, and inclusion.)
Current resume.

You can upload the required application documents under the Resume/Cover Letter section with a maximum total of 5 documents. If you have more than that then they will need to combine documents to upload. Photographs do not download with the rest of your application documents, so please make sure all your documents are PDF or Word documents.

These documents should be word documents or PDF (no jpeg) and are required for your application to be considered complete so not attaching all the required documentation will not allow you to move forward in the process.

Candidates having issues with job applications (i.e., unable to apply) or needing accommodations can email: careers@minnstate.edu . Inquiries about application status or general questions about the position should be directed to jobs@century.edu

For additional information about the application process, go to our Employment page on our main Century College site, https://www.century.edu/home/employment/, click on Current Employment Opportunities for more information.

About

Century College is a 2-year community and technical college in White Bear Lake, Minnesota.

As one of the largest two-year colleges in Minnesota, we serve nearly 18,000 credit and non-credit students every year.

We offer degrees, diplomas, certificates, and courses in general education and transfer, business, human services, health sciences, technology, engineering, applied design, industrial, and non-credit workforce training.

With various student support and student life opportunities, including athletics, student clubs and organizations, campus theatre, Multicultural Center, LGBTQ Center, Veterans Center, and much more, Century College provides a welcoming and vibrant campus community.

As a “community” college, we care about our locality. We are engaged, connected, and a resource within our local communities, including K-12 and workforce/industry partners.

Century College. Discover What’s Next!

To learn more about Century College or Minnesota State, visit https://www.century.edu/ or www.minnstate.edu

For questions, please contact Century College Human Resources at jobs@century.edu

Notice of Annual Security Report Availability: Century College is committed to assisting all members of our community in providing for their own safety and security. The Annual Security Report is available on the Century College Department of Public Safety website at https://www.century.edu/home/public-safety If you would like to receive a paper copy of the Annual Security Report which contains this information, you can contact the Century College Department of Public Safety on East Campus room E1411 or by calling 651-444-2910.

Link to Century College’s Non-Discrimination Statement

https://www.century.edu/about/non-discrimination-statement

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

09-10-2025

Position End Date:

Open Date:

08-07-2025

Close Date:

08-15-2025

Posting Contact Name:

Kim Claggett

Posting Contact Email:

kim.claggett@century.edu