Under the direction of the Supervisor of the Student Records, Transfers, and Archival Services, the Student Records Associate will be responsible for supporting student record program management and systemic/departmental professional development around electronic student records and document management. The incumbent of this position will also develop, design and manage training materials related to student records data and databases.  The Student Records Associate will be the primary contact and coordinator  with the vendor’s integration team to identify software requirements.

Provides targeted support for systemic conversion to electronic student records management;

Creates communication materials for systemic awareness including training and development of user guidelines and training manuals for student transfers, student record archival and management, and virtual student record folders;

Provides targeted support for the Student Records, Transfers and Archival Services specialists and supervisor for the systemic record management program;

Performs as lead coach for super-user training of electronic document management systems (EDMS) with assistance from the Records Technician;    

Collects, monitors, and maintains departmental data and databases;

Oversees archival certificate management for school-based student records  with assistance from the  Records Technician;    

Provides administrative support for diploma issuance and develops guidance for exit document issuance;

Facilitates and coordinates all internal and external training for the student records management process; and makes sure training materials are engaging for trainees;

Provides critical support for internal and external audits including, but not limited to data collection and document management;

Supports school-based and central office training for student record archival with  assistance from the Records Technician; and

Performs other duties as assigned.

Technologically intermediate or advanced in Microsoft applications including, but not limited to MS Word, Excel and PowerPoint;

Experience with project management software and project scheduling/planning, including proficiency with electronic document management systems (EDMS);

Experience in developing video training/tutorials;

Ability to use training apparatus (i.e. whiteboards, video projectors, projection screens; computer/tablet, wireless presentation devices, video conferencing, etc.);

Ability to perform as the lead for professional development (i.e. develop training materials, and conduct virtual and in-person professional development);

Standard and creative writing skills;

Ability to organize and manage time efficiently and effectively;

Active listening and critical thinking skills;

Sound judgement and decision making skills;

Must have a training portfolio;

Must be a self-starter and possess the ability to work in dependently;

Must possess strong project management and leadership skills;

Excellent interpersonal skills, including strong verbal and written communication skills; and

Ability to work independently with confidential materials related to student records management and industry standards and regulations.

Bachelor’s degree from an accredited college or university in records management, business management, education or related field required.  A minimum of three (3) years of experience managing large projects with organizational-wide implications preferred. Three (3) to five (5) years of experience in staff development and/or training including, exceptional presentation skills preferred.  Experience in records management and statistical analysis preferred.



None Required.



No direct supervisory responsibilities.



The physical demands 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, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.




The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.




None.