Student Records Specialist

The Student Records Specialist is a non‑exempt position responsible for ensuring the accuracy and integrity of student records by processing all student status and data changes, maintaining tracking and follow up of student progress in special programs, monitoring student testing, and providing front desk assistance. Reports to: Dean of Enrollment Services Supervises: None Working Conditions This is a full‑time position and most of the work to be performed will be done in usual office working conditions on campus. Must be able to work in a multi‑tasked environment. Daily attendance is required to meet the needs of students and prospective students. Days and hours are Monday through Friday and work hours may be variable between a 7:30 a.m. to 4:00 p.m. timeframe. However, there may be times when travel is required or when after‑hours is required for events, meetings, trainings, and other responsibilities. These responsibilities may require evenings and weekend hours. Physical Demands The duties of this position are sedentary to moderate in nature; however, the employee may have long periods of sitting and/or standing and may need to climb or balance, stoop, kneel, crouch or crawl. Extensive data entry/typing. Sufficient vision and hearing are required to complete the work and interact with students, staff, faculty, and the public. The employee must occasionally lift and/or move 10‑25 pounds. Responsibilities Administer all enrollment and academic record transactions, including course adds/drops, grade changes, incomplete grades, stackable credential progression, program changes, prior learning credit, withdrawals, last date of attendance, and other student record updates, ensuring accuracy, compliance with institutional policies, and timely processing. Maintain student records and student information system functions, including maintaining student files, ensuring record accuracy, processing transcript requests, supporting degree audits, coordinating course schedule adjustments, safeguarding confidential records, and ensuring compliance with institutional policies and FERPA regulations. Oversee the collection, tracking, and verification of additional application requirements for selective and special admission programs. Collaborate closely with Program Directors to review applicant progress, monitor admissions statuses, communicate eligibility decisions, and ensure all program‑specific admission criteria and deadlines are met. Possess a high level of integrity in all interactions with students and employees and develop and nurture collaborative relationships with peers and leaders to support the team effort for student and college success. Keep abreast of and maintain strict adherence to all institutional, governmental, and accreditation policies, regulations, and codes of conduct. Assist all Enrollment Services Departments with projects as needed. Perform other duties as assigned. Qualifications Associate degree or 2–3 years of related work experience required. Must demonstrate a positive, customer‑service‑oriented attitude; communicate effectively and relate well to students, employees, and others; work effectively in an environment with frequent interruptions; build rapport with students; and demonstrate proficiency with email, word processing, spreadsheet software, and database entry. Experience: Post‑secondary Registrar Office function and student advocacy, student services experience preferred. Computer skills: Ability to use email systems, word processing, and spreadsheet software. Communication: ability to actively listen and to effectively communicate with others through written and oral communication. Autonomy: ability to make decisions, delegate tasks, be innovative, negotiate, problem‑solve, resolve conflicts, hold yourself and others accountable, and work under pressure. Diversity oriented: Ability to collaborate effectively with people regardless of their race, color, religion, sex, national origin, disability, age, sexual orientation, genetic information, or job type. Actively contributes to the learning environment and collegial experience for students and employees; provide constructive and appropriate input and ideas to assist the college in decision making and process improvement. Utilize AI‑enabled tools, when appropriate, to support and enhance daily job functions. Benefits and Conditions The information contained herein is not intended to be an all‑inclusive list of the duties and responsibilities of the job, nor is it intended to be an all‑inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. Benefit offerings subject to change. Employment is contingent upon completion of a satisfactory background investigation. Western Dakota Technical College recruits candidates who are authorized to work in the United States or who may qualify for employer‑sponsored H‑1B status. The College does not provide employment‑based permanent residency sponsorship. Equal Employment Opportunity WDTC subscribes to the fullest extent to the principle of the dignity of all people and their labors and will take action to ensure that applicants are employed, assigned, and promoted without regard to race, color, ancestry, national origin, pregnancy, marital status, religion, creed, age, sex, sexual orientation, genetic information, citizenship, political affiliation, disability, status as a veteran, or any other status protected under applicable federal, state or local law. Every available opportunity will be taken in order to assure that each applicant for a position is selected on the basis of qualifications, merit, and ability. Inquiries may be directed to the Director of Human Resources at View phone number on click.appcast.io. (07.2025) Annual Security Report The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act requires that the college’s Annual Security Report which includes crime statistics be made available to prospective employees and prospective students upon request. Western Dakota Tech’s Annual Security Report includes statistics for the previous three years concerning reported Clery crimes that occurred on campus and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus safety and security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault prevention and response, timely warnings, emergency response, and other matters. You may obtain this information through the Western Dakota Tech website at A printed copy of the report may be obtained by writing to the Office of Institutional Effectiveness and Student Success, Western Dakota 800 Mickelson Dr., Rapid City, SD 57703 or by calling View phone number on click.appcast.io. #J-18808-Ljbffr