Records Specialist

Posting Details

Position Information


Classification Title

Job Title
Records Specialist


FLSA
Exempt


Location
Main Campus


Position Length
Full-Time

Position Summary Information


Job Summary


Responsible for maintaining the integrity of all documents officially submitted to the Office of Admissions and Records and maintaining course schedules. This position will be a member of a centralized processing team who will be responsible for the management and maintenance of a students' records in accordance with college, state and federal policies. This position reports to the Coordinator if Admissions and Records who is responsible for upholding the policies and practices consistent with the College mission and values of excellence, accountability, service and integrity. This position will maintain and analyze information to provide support to Enrollment and Student Success Coaches through an in-depth understanding of the rules, regulations, statues, laws or policies regarding admissions and enrollment procedures, course creation and certifying degrees.


Essential Duties and Responsibilities
• Process admissions applications for all students.
• Process registration or schedule changes as applicable.
• Process documents submitted by prospective applicants in the College's Student Information System.
• Scan and link documentation to student records in the College's Imaging System.
• Assign communication tracks to applicants.
• Ensure compliance with SEVIS and other applicable immigration regulations
• Verify and certify reports, files, enrollment status, records, and applications within FERPA guidelines and assist in preparation of semester grade transcripts, degree plans, diplomas and certificates.
• Perform add/drops, withdrawals and grade changes as required.
• Evaluate and process transcripts from previous high schools, colleges and universities.
• Process enrollment and degree verification received from the National Student Clearinghouse.
• Assist Coordinator of Admissions and Records with course schedules.
• Compute and check grade point averages, verify class standing, and review individual student degree plans to ensure completeness and accuracy.
• Evaluate residency status and assign the appropriate residency classification.
• Participate in preparing for and facilitating admissions workshops and presentations to the Division of Instruction.
• Perform duties and responsibilities within a high-tech all-digital environment.
• Assist with preparation and production of new student orientation and College commencement exercises.
• Attend the workplace regularly, report to work punctually and follow a work schedule to keep up with the demands of the worksite.
• Complete duties and responsibilities in compliance with college standards, policies and guidelines.
• Promote positive morale and teamwork within the department and provide exceptional customer service to students, faculty and community.
• Use interpersonal skills and make sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers.
• Complete all required training and professional development sessions sponsored by Texas Southmost College (TSC).
• Support the values and institutional goals as defined in the College's Strategic Plan.
• Participate in the process for systematic review and evaluation of the planning unit per the model adopted by the College, including the development and monitoring of outcomes and plans of action for improvement based on the assessment of those outcomes and plans.
• Serve on committees as appropriate and as appointed by supervisor.
• Working hours may include evenings, holidays or weekends depending on deadline requirements and special events.
• Perform other duties as assigned.

Required Knowledge and Skills


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Capable of a high level of independent judgment and critical analysis.
• Ability to communicate and maintain productive working relationships with individuals at all levels of the organization.
• Ability to work under pressure with multiple interruptions to meet deadlines.
• Ability to work flexible hours including evenings and weekends.
• Excellent oral, written and interpersonal communication skills with proven ability to display empathy and positive regard for others.
• Strong organizational skills.
• A strong commitment to the mission of Texas Southmost College.
• Demonstrate organizational skills in handling and directing multiple and complex assignments and projects.
• Ability to work independently according to established schedules and to complete assignments and projects, as per defined timelines.
• Skills in working effectively in a team environment with a customer service focus.
• Excellent customer service skills and interpersonal skills.
• Ability to handle sensitive and extensive confidential data.
• Proficient in the use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet to access data, maintain records, generate reports, and communicate with others.

Required Education and Experience


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education and experience required.
• Associate's degree from an accredited college or 60 college hours from an accredited college or university
• Two (2) years of experience in records management.

Preferred Education and Experience
• Experience with the Colleague student information system.
• Bilingual in English-Spanish.
• Two (2) years of experience in higher education admissions, records, financial aid, outreach, and caseload management.

Certificates and Licensures


None required.

Physical Demands


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand. The employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Are you able to perform these essential job functions with or without reasonable accommodation?

◻ Yes

◻ With Accommodations
Texas Southmost College does not discriminate on the basis of race, color, sex, national origin, religion, gender, disability, age or military status in its programs and activities and provides equal access to services and other programs at the college.


Posting Detail Information


Posting Number
2026077TSC


Open Date
05/21/2026


Close Date

Open Until Filled
Yes


Special Instructions Summary

Transcripts (unofficial) are required to be attached to applications for all positions with an educational requirement (Faculty/Staff/Administrative). Your application is not considered complete until all required documents have been attached.


Attachments must be in PDF or Microsoft Word format and must be no larger than 2 MB. You will not be able to attach documents after your application has been submitted.

Please Note: Official transcripts are only required if recommended for hire. Please Note: Official transcripts are only required if recommended for hire.


Official transcripts shall be sent directly from the issuing institution to the College District's Office of Human Resources and must include documentation of all credit earned, including the education requirements that specifically qualifies the applicant for the position. The address to send all transcripts is:

Texas Southmost College
Office of Human Resources
80 Fort Brown, Tandy 105
Brownsville, Texas 78520

For eTranscripts please use email address: View email address on click.appcast.io

The College District recognizes equivalent credits and degrees earned from foreign universities. The equivalency shall be determined by translation and evaluation from a member of the National Association of Credential Evaluation Services (NACES). For more information please visit: