Records Systems Specialist

Location: Batavia, NY Category: Administrative/Professional Posted On: Wed Jul 27 2022 Job Description:


Records Systems Specialist will be responsible for the development and maintenance of systems required for the Records office to successfully and efficiently interface with internal and external information sharing relationships. This involves collaboration with Records office staff, Computer Services, Advisement, Faculty and Transfer professionals at four-year colleges along with routine monitoring and updating of Records Office and Transfer Services information appearing in print and/or on the GCC website.




  • Maintains standardized systems and workflows to efficiently and effectively guide students through the incoming and outgoing transfer process.
  • Coordinates information sharing between Records, Admissions and Student Success personnel to provide consistent advisement to students regarding incoming and outgoing transfer opportunities available to students.
  • Responsible for maintaining articulation agreements, cross registration, reverse transfer, Cael Predictor and transfer information on the GCC web site as well as individual transfer information and advisement to students as appropriate.
  • Efficiently evaluates all official transcripts from transfer students following guidelines determined by the Assistant Registrar, supervises input of results into students records, provides written notification of results and meets with individual students to discuss their transcript evaluations when necessary.
  • Assists Admissions and Student Success with the Admissions Pathway, Transfer Pathway, Dual Admission programs; uses reports to monitor students' progress and coordinates advisement with appropriate success coaches.
  • Collaborates with Assistant Registrar to produce formal documentation of business practices and system interdependencies.
  • Participates with other administrative offices in the testing and implementation of technology-based student systems, upgrades, patches, and new enhancements.
  • Collaborates with Institutional Research Office to generate student record related reports and perform tasks related to ad-hoc reporting, batch processing, and research information when appropriate.
  • Responsible for reviewing necessary Degree Works updates associated with curriculum and transfer information changes maintained by the Assistant Registrar.
  • Collaborates with Assistant Registrar to Troubleshoot software problems as related to the Records Office.
  • Provides effective Records Office customer service functions
  • Performs other duties as assigned.

Job Requirements:

Educational Background

Bachelor's Degree OR Associate's Degree in a related field.




Minimum of three (3) years' experience (or five years with Associate's Degree) of experience of related working experience, including experience with accessing and extracting data from an integrated database system, such as Ellucian Banner. Experience at the community college level preferred.



Knowledge Skills & Abilities

Ability to handle multiple responsibilities and communicate complex information with clarity in a fast-paced environment. A successful applicant will be able to demonstrate knowledge of student data, for example student enrollment, registration, as well as course and program information. Must have the ability to rapidly acquire knowledge of SUNY reporting requirements and SUNY BI. The successful candidate must demonstrate the ability to work collaboratively and enthusiastically with a diverse population of students, faculty, and staff. Must demonstrate a strong commitment to diversity and develops solutions that can accommodate all individuals to use GCC facilities without barriers, both digitally and physically.

Additional Information:

This is a 12-month appointment. Salary, benefits, and conditions of employment are as set by the GEA contract. Evening and weekend hours may be required.

The person holding this position must work cooperatively throughout the institution and specifically with The Student Success Center (Admissions, Records, Advisement, Financial Aid & Student Accounts), Institutional Research, Business Office, concurrent enrollment (ACE), and workforce services (BEST Center).