Manager, Student Records Systems

Overview

The Manager, Student Records Systems, reporting directly to the Registrar, plays a pivotal role in supporting student success by overseeing the review and adjustment of graduation requirements, ensuring accuracy and compliance with institutional policies. This position leads the development and implementation of best practices for degree audits, collaborates across departments to assess students'' readiness for graduation and activities to engage students, and identifies opportunities for streamlined completion of certificate programs that align with students'' academic goals. This role serves as a key resource in maintaining the integrity of student records and their dissemination related to legal requests and associated inquiries. The Manager also provides basic technical support to staff, including testing and onboarding new processes within the Student Information System, to ensure smooth adoption and functionality of system enhancements.

Responsibilities

Degree Requirement Maintenance

• Maintain degree audit system and content of all academic requirements including general education requirements, career studies requirements, and College graduation/degree requirements.
• Update the Degree Audit system, including inputting programming syntax for all new degree programs, articulation of curriculum revisions, and perform ongoing testing to ensure accuracy of data output.
• Process Degree Audit related substitutions and movements.
• Collaborate with academic areas to clarify requests and next steps.
• Regularly review and report common program substitutions and movements to Registrar to determine if academic program revisions should be recommended.

Student Success

• Identify students approaching completion and develop communication plan for outreach related to application and student review.
• Collaborate with Advising and Academic Counseling areas ensuring timelines and important processes/deadlines are communicated and completed.
• Collaborate with Advising and Admissions (transfer) to review and process Reverse Transfer requests.
• Explore, create, and implement processes that will increase student graduation rates.
• Review and post-graduation to student records and communicate completion.

Data and Reports

• Develop standard and ad hoc reports as needed and assist other offices on campus in defining and developing reports.
• Serve as the point person with College constituencies to ensure consistency of data and support the preparation of statistical reports designed to verify accuracy of student database.

Technology & System Enhancement

• In collaboration with Associate Director, Student Information Systems, assist in development and establishment of task forces that focus on new and upgraded technology implementation including developing and implementing project plans. Participate in ad hoc committees related to student service and systems.

• Manage training, documentation and supervision of technical aspects of office functions, including but not limited to degree audit syntax and movements, graduation and diploma processing and associated functions. Ensure that office staff are sufficiently trained in use of technology by creating and providing appropriate training.

Research and Response to Legal/Fraud Investigation Inquiries and Requests

• Review incoming subpoenas, legal requests and fraud investigation inquiries for proper student consent and personally identifiable information.
• In collaboration with college legal counsel and appropriate departments review incoming requests for student information and compile academic history, service usage, financial/financial aid related data.
• When appropriate, respond to requests to include student notifications, data collection/redactions and dissemination.

Departmental Support

• At the direction of the Registrar or in the absence of Associate Registrar, direct staff in daily operations.
• Support ongoing registration and record keeping activities in the office.
• Perform other related duties and responsibilities as assigned.

Qualifications

Minimum Education & Experience Requirements

• Bachelor''s degree, preferably in Computer Science, Business Technology or a related field. Master's degree desirable.
• Three years of related working experience, including experience with accessing and extracting data from an integrated database system, such as Ellucian Colleague.
• Experience in a higher education setting and experience with federal (Clearinghouse and NSLDS) enrollment and graduation reporting preferred.

Knowledge/Skills/Abilities Requirements

• Ability to work collaboratively and use creative, solutions-oriented approach to address problems through teamwork.
• Strong communication, interpersonal, and organizational skills.
• Proven ability to manage multiple tasks and projects with discretion, tact and timeliness.
• Proven strong analytical strategic thinking skills.
• Advance database management skills and proven computer literacy with utilizing and applying Microsoft Office applications as well as specialized software programs and computer applications.
• Ability to learn policies, rules and regulations that are essential to the position.

Preferred Qualifications & Special Considerations

• Knowledge of Monmouth County and its communities.

Summary of Benefits: Administrative

Special Instruction to Applicants:

A review of applications will be ongoing until the position is filled. Submission of application materials by Monday, July 13th, 2026, is preferred to ensure full consideration.

Pay Rate

$77,753