FWS Digitization Specialist - Fall 2026

Federal Work-Study Position: Digitizing Student Files

Only students eligible for Federal Work-Study (FWS) may apply.

Position Summary:

Digitizing student files in the Enrollment Center offers numerous benefits, including enhanced accessibility, improved efficiency, and increased security. By converting physical documents into digital formats, the Enrollment Center can streamline the retrieval and management of student records, reducing the time and effort required for administrative tasks. Proper storage of these digital files ensures that sensitive information is protected through encryption and secure access controls, minimizing the risk of data breaches.

Students This Position Appeals To:

Digitizing student files in the Enrollment Center appeals to a wide range of students. It particularly benefits those who value quick and easy access to their records, such as transcripts and enrollment information, without the hassle of dealing with physical paperwork. Additionally, students who are concerned about the security of their personal information will appreciate the enhanced protection that digital storage offers. This system is also advantageous for environmentally conscious students who prefer sustainable practices. Overall, the digitization of student files caters to tech-savvy students and those who prioritize efficiency, security, and sustainability.

Experience Gained / Advantages for Student:

• Data Management Skills : You'll learn how to efficiently organize, store, and retrieve digital records, enhancing your ability to manage large volumes of data.
• Technical Proficiency : You'll gain hands-on experience with various software and tools used for digitization, encryption, and secure data storage.
• Attention to Detail : Ensuring accuracy and security in the digitization process will sharpen your attention to detail and precision.
• Problem-Solving Abilities : You'll develop strong problem-solving skills as you troubleshoot issues related to digital file management and implement solutions to improve processes.

Job Responsibilities:

1. Document Scanning and Digitization : Convert physical student records into digital formats using scanning equipment and software.
2. Data Entry and Management : Accurately input and organize digital files into the Enrollment Center's database, ensuring all information is up-to-date and easily accessible.
3. Quality Control : Review digitized files for accuracy and completeness, correcting any errors or inconsistencies.
4. Security and Compliance : Implement and maintain security protocols to protect sensitive student information, ensuring compliance with data protection regulations.
5. File Retrieval and Support : Assist staff and students in retrieving digital records as needed, providing support and troubleshooting any access issues.
6. System Maintenance : Regularly update and maintain the digital storage system, performing backups and ensuring the integrity of stored data.
7. Process Improvement : Identify and suggest improvements to the digitization process to enhance efficiency and effectiveness.

Job Qualifications:

• Educational Background : A high school diploma is usually required, but a bachelor's degree in a related field such as information management, library science, or business administration can be advantageous.
• Technical Skills : Proficiency in using scanning equipment, document management software, and basic IT skills are essential. Familiarity with data encryption and cybersecurity practices is also beneficial.
• Attention to Detail : Strong attention to detail is crucial for accurately digitizing and managing student records.
• Organizational Skills : Excellent organizational skills to manage and maintain large volumes of digital files efficiently.
• Communication Skills : Good verbal and written communication skills to interact with staff and students effectively.

Location: Dreier Building basement- Enrollment Center

Supervisor: Nqobile Mahungu, Academic Records Specialist