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9 Feb 2023

Full-Time Records Coordinator

humanresources Northwest Florida State College – Posted by humanresourcesNWFSC Niceville, Florida, United States

Job Description

SALARY:                                     $31,290-$45,370

LOCATION:                                 Niceville Campus, Student Success Center

FLSA STATUS:                             Non-Exempt

The Records Coordinator is directly accountable to the Associate Director of Academic Records and Enrolment for the following duties and responsibilities.

The individual filling this position is expected to play a positive role in helping the College change as necessary to effectively carryout its mission.

Duties and Responsibilities                                                                                                            

  • Process official NWFSC transcript requests submitted via the College’s Transcript Plus system and the Florida Automated System for Transferring Educational Records system (F.A.S.T.E.R.); monitor reports to identify and correct submission errors.
  • Process appeal forms pertaining to the student’s academic record, including but not limited to, Course Audits, Course Repeats, Course Reinstatements, Grade Changes, Program Changes, and Loan Deferments
  • Process all student requests for Directory Information Holds and/or Education Record Releases
  • Process all student requests for enrollment verifications, degree verifications, and letters of non-attendance.
  • Scan all documentation related to the student’s academic record into the College’s document imaging system; verify integrity of the document image and index to appropriate student file location.
  • Manage the Office of Academic Records and Enrollment Email Account (respond to student, faculty, and staff inquiries; update the out-of-office messages accordingly)
  • Manage the Office of Academic Records and Enrollment Extension (respond to student, faculty, and staff phone call inquiries, respond to voicemail inquiries, and update out-of-office messages accordingly)
  • Process all incoming and outgoing Departmental mail.
  • Perform manual student registration changes resulting from the drop-for-non-payment and drop-for-non-attendance processes.
  • Serve on College Work Groups and Strategic Task Forces as assigned.
  • Assist faculty, staff, and students in understanding policies and/or solving issues related to the student’s academic record.
  • Represent both the College and the Office of Academic Records and Enrollment, on occasion, at both on- and off-campus meetings, information sessions and/or events.
  • Complete mandatory annual compliance training.
  • Perform other duties as assigned.


  • College paid health insurance for employee, dependent coverage at employee’s expense.
  • College paid basic life insurance for employee, additional coverage for employee and/or dependents at employee’s expense.
  • College paid retirement with 3% employee contribution to the Florida Retirement System (FRS).
  • Optional dental and vision insurance at employee’s expense.
  • Sick and Annual (Vacation) Leave accrual.
  • Time off for designated holidays, winter break, and spring break.
  • 37.5-hour work week.
  • Flexible summer hours available.
  • Free tickets to designated Mattie Kelly Arts Center and Raider Athletic events.


  • Bachelor’s degree or higher from a regionally accredited institution with two (2) to four (4) years of relevant work experience (higher education experience preferred; specific experience within a Registrar’s Office preferred)
  • Experience creating and maintaining records within a large database system (Ellucian Banner SIS preferred)
  • Experience maintaining records within a large document imaging system preferred.
  • Proficiency in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required.
  • Proficiency in the use of cloud-based applications (Microsoft SharePoint, Teams, OneDrive, Zoom) required.
  • Ability to work independently to achieve both Departmental and College goals.
  • Ability to perform complex data entry functions both swiftly and accurately.
  • Ability to perform in-depth research and analysis to problem-solve complex data/system issues.
  • Ability to successfully engage with the public, students, faculty, and staff in a positive and professional manner within a fast-paced and high-volume work environment.

Physical Demands

The physical demands of this position are those of working in an air-conditioned office environment. Must be able to walk across campus as needed. May be required to lift up to 25 lbs. May be exposed to seasonal environmental conditions of heat, cold and/or rain.

How to Apply

Please provide a complete application package that includes all the following:
  1. NWFSC Application.
  2. Resume.
  3. A cover letter explaining why you consider yourself qualified for this position.
  4. Copies of unofficial transcripts.
 Application Deadline:  Review of applications will begin immediately. Position open until filled. To apply for this and other positions, please visit our website:, or Human Resources, Northwest Florida State College, 100 College Blvd., Niceville, FL 32578 (Tel. #850-729-5365). NWFSC offers an excellent fringe benefit package. If you are disabled and need accommodations to participate in the application/selection process, please notify Human Resources before the specified closeout date. All qualified persons will be considered on an equal basis. Any applicant grievance should be addressed to the Human Resources Executive Director. NWFSC prohibits any form of discrimination on the basis of race, color, ethnicity, genetic information, national origin, religion, gender, gender identity, sex (including pregnancy), sexual orientation, marital status, disability, or age in any of its programs, services, or activities. Preference will be given to eligible veterans and spouses of veterans for Career Service positions. NWFSC is an Equal Access/Equal Opportunity Institution and a Drug Free Workplace.

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: academic records, Clerical, registrar, and transcribe. Salaries: 20,000 - 40,000.

Job expires in 50 days.

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