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Student Records Specialist Jobs (NOW HIRING)

Clc

Student Records Specialist

Grayslake, IL · On-site

Student Records Specialist Job Summary: The Student Records Specialist, under the supervision of the Assistant Director, Student Records Services, is a key member of the Student Records Department.

GIA

Student Records Specialist

Carlsbad, CA · On-site

Student Records Specialist The Company: GIA is the world's foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ...

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How much do student records specialist jobs pay per year?

As of Sep 8, 2026, the average yearly pay for student records specialist in the United States is $45,410.00, according to ZipRecruiter salary data. Most workers in this role earn between $36,500.00 and $52,000.00 per year, depending on experience, location, and employer.

What is a student records specialist?

Student Records Specialists are administrative professionals responsible for managing and maintaining student academic records within educational institutions. They handle tasks such as processing transcripts, updating student information, ensuring data accuracy, and adhering to privacy regulations like FERPA. Student Records Specialists often interact with students, faculty, and staff to provide information and support related to academic records. Their role is crucial in supporting the institution's academic processes and ensuring the integrity of student data.

What are the key skills and qualifications needed to thrive as a student records specialist?

To thrive as a Student Records Specialist, you need strong attention to detail, organizational abilities, and experience with data entry, usually supported by a high school diploma or associate degree. Familiarity with student information systems (such as Banner or PowerSchool), FERPA compliance, and office software like Microsoft Excel is typically required. Excellent communication, discretion, and problem-solving skills help you interact with students, staff, and handle sensitive information. These abilities are crucial for ensuring accurate recordkeeping, regulatory compliance, and efficient support of academic operations.

What are some common challenges student records specialists face when maintaining accurate student data?

Student Records Specialists often manage large volumes of sensitive data, which requires keen attention to detail and a commitment to data privacy. One common challenge is ensuring the accuracy and consistency of records while updating information from multiple sources, such as enrollment forms, transfer documents, or grade submissions. Additionally, they must stay current with changing regulations regarding student privacy, like FERPA, and navigate various student information systems. Strong organizational skills and clear communication with faculty, staff, and students are essential to address these challenges effectively.

What is the difference between Student Records Specialist vs Registrar?

AspectStudent Records SpecialistRegistrar
Primary ResponsibilitiesManaging student records, data entry, maintaining confidentialityOverseeing student enrollment, official transcripts, and academic records
CredentialsTypically requires a high school diploma or associate degree; certifications in records management are a plusUsually requires a bachelor's degree; certifications in records or higher education administration are common
Work EnvironmentEducational institutions, administrative officesColleges, universities, administrative departments
Industry UsageCommonly used in schools and colleges for record-keeping rolesUsed in higher education institutions for official record management and compliance

The Student Records Specialist focuses on maintaining and managing student data and records, often in a support role. The Registrar has broader responsibilities, including official record management, enrollment oversight, and compliance. While both roles require attention to detail and familiarity with student data, the Registrar's position typically involves more administrative authority and higher education credentials.

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Cities with the most Student Records Specialist job openings:

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Student Records Specialist jobs near you
Infographic showing various Student Records Specialist job openings in the United States as of September 2026, with employment types broken down into 2% As Needed, 80% Full Time, 14% Part Time, 1% Temporary, 2% Contract, and 1% Nights. Highlights an 90% Physical, 1% Hybrid, and 9% Remote job distribution, with an average salary of $45,410 per year, or $21.8 per hour.

Student Records Specialist

Grayslake, IL • On-site

The College of Lake County
Colleges, Universities, and Professional Schools • 1 - 5K employees
Learn more about The College of Lake Countyexternal

Other

Medical, Dental, Vision, Life, Retirement, PTO

Posted 4 days ago

College Of Lake County rating

8.4

Company rating: 8.4 out of 10

Based on 7 frontline employees who took The Breakroom Quiz

104th of 631 rated colleges and universities

Job description

Why choose the College of Lake County for your next opportunity?
The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (Closed Fridays!), generous vacation, sick and personal time off and 14 paid holidays each year.
Some benefits will not be available for Part-Time or Part Time Staff Under 20 Hours (ex: health insurance).
Position Title:
Student Records Specialist
Job Summary:
The Student Records Specialist, under the supervision of the Assistant Director, Student Records Services, is a key member of the Student Records Department. This position functions as a transfer course evaluation and equivalency determination specialist. They are responsible for the accurate and efficient evaluation of transfer credit and credit for prior learning, determining graduation eligibility, and assisting in the processing and maintenance of student records for the College. This position is also heavily involved in graduation processing, as they serve to review requests and determine graduation eligibility.
Job Description:
Project and Process Management - 60%
  • Analyzes student progress toward program completion and identifies outstanding requirements for graduation, transfer agreements, financial aid, and veterans' benefits eligibility.
  • Conducts and facilitates transfer credit evaluation processes by evaluating external transcripts, test scores, and other records to determine course articulations and equivalent transfer credit. Ensures transfer credit and credit for prior learning is quickly, accurately, and completely recorded on the official student record.
  • Collaborates with Deans, Academic Operations Managers, Department Chairs, and Program Coordinators in analyzing course descriptions and syllabi from other institutions to determine transfer credit equivalencies; ensures TES database is updated with new transfer equivalencies.
  • Oversees course prerequisite verification requests by determining eligibility to enroll and processing requests when appropriate.
  • Supports portions of Student Records Department process manual, ensuring accuracy and thoroughness by outlining and describing processes.
  • Examines and reviews student Academic Advisement Reports, identifying any issues or discrepancies and escalates to the Business Analyst for adjustments. Collaborates with the Business Analyst to determine how to address and resolve the discrepancy.
  • Maintains up-to-date knowledge of transfer credit policies, articulation agreements, and accreditation standards.
  • Supports the degree conferral process by reviewing and processing graduation requests, evaluating student records, and determining completion eligibility. Confer credentials to student record when necessary. Assist with auto-award graduation processing.
  • Follows all institution and regulatory policies, procedures and standards. Utilize self-appraisal to determine progress in meeting performance management system objectives and career goals.
  • Contributes to process improvement and automation goals by providing expertise on current state and desired improvements.
Student/Customer Service - 20%
  • Responds to requests for assistance via phone, email, and in-person.
  • Provides accurate and timely information to students regarding transfer credit evaluation requests, pre-evaluation equivalency requests, prerequisite verification requests, and other college policies and procedures relating to student records and graduation.
  • Resolves transfer credit discrepancies with support from assistant director.
  • Interprets and explains college requirements applicable to specific programs, policies, and catalog years, as well as information pertaining to transfer credit and graduation processes to Academic Success Advisors, College and Career Navigators, Generalists and other faculty and staff at the College.
  • Communicates to students once requests have been processed, outlining their next steps.
  • Supports student access, retention, and completion by reviewing paperwork, transcripts, documents to ensure appropriate proficiencies, enrollment requirements, and limited enrollment requirements are met.
Technology Support - 15%
  • Enters and maintains transfer equivalency data library in TES. Responsible for accurate entry and upkeep.
  • Assists in data set-ups and changes, testing, and future technology implementations.
Other - 5%
  • Participates in various college committees and functions
  • Maintains compliance with State, Federal, and College policies and guidelines. Upholds and adheres to FERPA regulations.
  • Attends professional development opportunities, representing the Student Records Department at College of Lake County.
  • Performs other duties as assigned.
Required Qualifications
  • Bachelor's degree required.
  • Two years' experience in higher education, preferably in student records, admissions, advising, or curriculum management.
  • Solid analytical skills, strong attention to detail, and excellent organizational skills with the ability to plan and prioritize work.
  • Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.
  • Ability to work in a highly collaborative environment.
  • Excellent oral and written communication skills and strong interpersonal skills.
  • Ability to handle all situations with tact, persuasiveness, and diplomacy.
  • Ability to manage multiple workloads and meet deadlines.
  • Experience working independently, prioritizing workflow, solving problems, making decisions.
  • Ability to utilize computer technology to access data, maintain records, generate reports and communicate with others.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.)
  • Ability to work flexible hours including some evening and weekend hours, consistent with student and program needs
Desired Qualifications
  • Experience with student information systems (Peoplesoft or Workday preferred).
  • Experience in a community college setting.
  • Prior transfer credit evaluation experience preferred.
  • Proficiency with student information systems and familiarity with transfer credit evaluation tools such as Transfer Evaluation System (TES) preferred.
  • Bilingual in Spanish and English

Work Schedule:
8:00am - 4:30pm Monday - Friday
Pay:
$20.80/hour
Full-Time/Part-Time:
Full time
Total Hours Per Week:
40
Position Type:
Staff
Job Family:
Specialist
Posting Date:
09/02/2026
Expected Start Date:
10/05/2026
Compensation Grade:
B23
Location:
Grayslake Campus
Department:
Student Records Operations Sub Department
EEO Statement:
College of Lake County is an Equal Opportunity Employer with a policy of non-discrimination. Qualified applicants are considered without regard to race, color, age, sex, national origin, disability, religion, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, ancestry, citizenship, parental status, pregnancy or any other status protected by law.

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