Job no: 1
Work type: Non-Exempt Staff
Location: Gambier, OH
Categories:

Kenyon College is conducting a search for a qualified candidate to fill the position of Student Data Specialist. This is is a full-time position with benefits and the hourly rate of pay is $17.96.

Position Summary

The Student Data Specialist serves the College by responding to requests of students, faculty, alumni as well as colleagues in offices all over campus, making this person a front-line representative. Data entered by the Student Data Specialist position cascades throughout the work of the Registrar's Office, student records, academic departments, and beyond making accuracy and efficient completion of the work essential to success. This position works closely with each member of the Registrar's Office as well as colleagues from other offices including Academic Advising, Dean of Student Development, Student Billing, the Center for Global Engagement, and the academic departments. Additionally, the person in this role is the primary point of contact for the office on the telephone and the secondary contact for in-person visitors to the office, requiring exceptional verbal communication skills.

Successful candidates must have a strong service background and be able to anticipate, recognize and meet people’s needs, particularly in escalated situations. Successfully answering questions requires a holistic understanding of college policies, computer systems, and procedures. This role requires the ability to complete varied daily tasks consistently and to shift focus back and forth quickly, be able to integrate the less frequently performed tasks scheduled throughout the academic year cycle, requiring effective time and priority management.

Essential Functions

Coordinate petitions for the CAS subcommittee—prompt petition “support” people for responses, track receipt of responses, and prepare petitions for committee’s review. Communicate to the committee members the need to meet each week. Index petition and response in student folder.
Monitor the transcript ordering system and Banner to ensure the efficient and satisfactory fulfillment of requests for transcripts as promised by office policy. Act as main contact with contracted transcript-ordering service and ITS to troubleshoot problems. Understand the system from the point of view of those ordering to be able to answer general questions about completing the form. Download monthly reports reconcile with amount credited to our budget. Work with ITS support to learn about changes in process and resolve issues with data transfer and printing.
Stay in touch with the KAP coordinator regarding communication sent to KAP students – how and when to request transcripts and what to expect for fulfillment of requests each April.
Answers the main office telephone line. Respond to the requests associated with the role; refer questions within the Registrar’s Office and elsewhere on campus as appropriate.

UPDATING/REVIEWING

Review Advanced Placement (AP) information in the Course Catalog department sections, First Things First and department web pages to ensure the RO web page information is complete and accurate.
Review the Registrar’s Office web page for transcript ordering, Advanced Placement (AP), replacement diploma ordering and update it.
Update diploma templates each year. Gather signatures for diplomas as needed. Merge, review and print diplomas for commencement. Create one-off diplomas for off-schedule degree completions. Communicate with Commencement Coordinator need for diploma tubes and diploma paper. Prepare diplomas for honorary degrees as needed (honors day and commencement).
Suggest updates/changes to documentation of How-To-Instructions for duties outlined in the job description.

TEAM INVOLVED TASKS - coordinating, delegating and participating in tasks with team members

Share counter responsibilities with Student Systems Coordinator. This varies based on the level of student traffic throughout the semester.
Make changes to student schedules based on collegiate policies and timing. Process late adds, pass/D/fail, audit, withdraws (WD) and withdraw late (WL). Charge student accounts as needed, etc. This includes assisting with adding spring year-long course enrollments to student schedules in November.
Work with SASS to organize early registration process for students with accommodations. Enter course requests for students approved for early registration when submitted by students.
Assist the Associate Registrar with creation of course sections for the upcoming academic year as requested.
Assist the Associate Registrar with Graduation Requirement Review (GRR) meetings as requested. Set up meeting times, communicate with students, review degree evaluations in preparation, and meet with individual students to review their completed forms. Add information to the tracking sheet before scanning and indexing the forms.
Keep counters and cabinet storage neat and organized.
Attend and participate in weekly team meetings to stay connected with the work of the team.
Meet weekly with supervisor and registrar to keep each informed of your work progress and to get guidance.
Complete one-off room changes in Banner and help change reserve seats between web registration periods, as assigned by associate registrar.
Assist with checking of diploma placement in the diploma tables for commencement.
Participate in Banner update testing as assigned.
Other tasks as needed.

DATA ENTRY AND DATA CHECKING TASKS

Enter all declarations and changes to majors, minors, and concentrations for students in Banner. Check data entry with an SQL.
Update student types and enrollment statuses are updated in Banner for those going and returning from off campus study (OCS). Checking for accuracy and completeness. Coordinate timing of changes with the Student Billing Coordinator. Make late changes as notified by the Center for Global Engagement (CGE).
Inactivate guest students.
Track and make changes to music lessons from the Google Drive tracking sheet according to policy.
Enter FERPA release forms completed and signed by students into Banner. Know the college FERPA policy as well as general understanding of the limits of FERPA.
Assist the Service and Support Coordinator enter overrides in Banner for students for PI courses requested by faculty from the Google sheet each semester.
Enter Phi Beta Kappa election results to transcript comment field in Banner in September and May. Check with an SQL.
Enter students completed results for senior capstone and honors into Banner using SRX quick-flow when received from departments. Request someone else in the office checks for accuracy and completeness.
Enter the notations for all summer research scholar programs in SHATCMT into Banner. Check with an SQL.
Help enter and check language placement testing results during Orientation and throughout the year into Banner. Follow-up with MLL department administrative assistant for any results from mid-year tests. Follow-up up as needed with Admissions regarding SATII language score results.
Ensure that all Advanced Placement (AP) test for students’ scores received in June/July in the large file are loaded into Banner and fall within the policy boundaries of policy (deadline, maximum amount, not duplicated, etc.…). Check to ensure the loaded information is accurate and complete, and will appear on the transcript. Enter AP scores, credit as transfer credit and check scores and credit for scores that arrive after the big load.
Check the names of first-year and new transfer students for missing middle names, nicknames and potential mis-spellings each August, checking against documents in Etrieve.

FULFILLING INFORMATION REQUESTS

Fulfill requests for enrollment verifications for the current semester after the 10th class day. Run process to print all enrollment verifications each day. Complete enrollment verification forms submitted by students.
Respond to all National Student Clearinghouse pending degree verification inquiries. Download monthly reports.
Create and send requested graduation certification letters and anticipated date of graduation letters as requested on the Google form.
Respond to background investigation requests. Save the requests to the G Drive.
Respond to requests to complete the Common Application Transfer Report. Communicate with Student Rights and Responsibilities Office to fill out the student conduct portion. Send the completed form to the addresses provided. Save the information on the tracking sheet on the G Drive. Index forms in Etrieve.
Assist the Registrar by gathering requested documents for the annual financial audit— final high school and unofficial Kenyon transcripts.
Fulfill requests for replacement diplomas and track requests. Have diplomas notarized as needed.

EMAIL MERGES, TRACKING INFORMATION, AND OTHER COMMUNICATION

Prompt first session physical education course instructors to submit grades by emailing the grade entry instructions. Track course grade entry in Banner. Follow up as needed.
Run SQL to create a list of juniors who have not declared their majors and inform them of the September 30 deadline. Place holds on juniors who have not declared their majors by the required date. Communicate with students regarding the hold.
In early November email seniors regarding majors, minors and concentrations, reminding them of the November 30 deadline to declare. Drop any majors, minors or concentrations submitted through Etrieve. Index the email in student folder in Etrieve. Email seniors in October and February to request accurate and complete legal name for diplomas. Communicate name issues to the registrar (changes, misspellings, incomplete names). Track special character requests-Excel sheet in Commencement folder
- for diploma and program preparation in May. Index the email in student folder in Etrieve.
The Registrar will run a SQL to check for duplicate courses with AP comparing lists and marking duplicates. Remove AP credit as necessary. Inform students of the credit removal by email. Scan and index AP score sheets in the document management system.
Save and then clear all tracking sheets used by the office at the end of each semester/academic year.
Email class rosters with seniors enrolled, send to instructors in February.

POSITION SPECIFIC TASKS

Scan and index documents for student files in Etrieve. Index the Registrar’s and Associate Registrar’s scanned documents.
Print forms for the office as needed.
Inventory of office supplies, letterhead, labels, copier paper, colored paper and transcript paper. Create office supply order list and give to SRC. Keep the registrar informed about transcript paper needs at least a month before needed.
Check paper levels daily in the copier. Be aware of busy times to determine what additional paper or supplies we need.
Other tasks as needed.

Knowledge, Skills and Abilities

Must be able to:

Critically apply College policies to individual situations consistently
Adapt to changing policies, computer systems and roles
Learn new computer programs with ease
Have excellent proven written and oral communication skills
Comprehensively understand College academic policies and procedures
Manage time, prioritize tasks and juggle multiple projects
Accurately and efficiently enter data
Work effectively in a busy and boisterous office setting

Minimum Qualifications

Bachelor’s degree preferred; 5-7 years professional office experience, preferably in a higher education setting
Touch type/keyboarding skills- 55-60 wpm minimum
Ability to work as a member of a team by communicating effectively to support and forward office goals.
Proficiency with the Microsoft Office suite and Google products and a student information system is highly desirable
Ability to stand for extended periods; lift and carry 30 lbs. unassisted
Experience using a multi-line phone system

Benefits
Kenyon offers benefits for employees and their family members. Children of employees are eligible for 100% tuition waivers at Kenyon, and through the Great Lakes Colleges Association, children of employees are eligible for 90% tuition waivers at nineteen other of the nation's finest liberal arts colleges.

We also offer health, dental and vision insurance, TIAA retirement, and many other benefits, including provisions for a spouse, families, and domestic partners. Details about benefits as well as conditions of employment are described more fully in our Staff Handbook.

Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.

Advertised: 22 May 2025 Eastern Daylight Time
Applications close: Open until filled

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Student Data Specialist