Policies & Procedures Manual

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E.18 ADMISSIONS AND RECORDS CLERK – TRANSCRIPT SPECIALIST/VETERANS AFFAIRS (VA) ENROLLMENT SERVICES General Statement of the Function : The Admissions and Records Clerk – Transcript Specialist/Veterans Affairs (VA) Enrollment Services reports directly to the Director of Admissions and Records and is responsible for assisting with the duties of the Admissions and Records Office including VA matters. Duties and Responsibilities : 1. Perform general office duties as assigned by the Director of Admissions and Records: • Assist students, faculty, staff, and visitors. • Assist with maintaining student records. • Supervise student workers. • Assist with the MCCB audit. • Assist with reviewing students’ files and preparing them for registration. • Open and distribute mail. • Research and process degree verify and attendance problems received from the National Student Clearinghouse. • Analyze reports and correct data received from technology. • Submit Loan Deferment requests to the National Clearinghouse. • Assist with data posted on the website. • Access website for E-scrip electronic transcripts. • Assist students at the office window. • Serve as the VA representative for the campus and handle VA matters for students. • Maintain Veterans’ attendance records in VA-ONCE. • Assist Veteran and Veteran Dependent students with Veterans Affairs. 2. Utilize the Jenzabar EX in the day-to-day work routine: • Assist with student pre-registration. • Process student course adds, drops, and total withdrawals. • Assist with attendance verification. • Process verification of attendance for students. • Assess and correct duplicated numbers created by other offices. • Assist with transfer credit from other colleges, CLEP, etc. to student records. • Process data entry of official ACT scores, official high school transcripts, official GED scores, and official college transcripts. • Send transcripts as requested by the student either electronically, pick-up, or mail. • Update student records. • Process program of study change as requested by the student. • Monitor holds on student records. • Process incorrect addresses. • Assist with generating reports from the Jenzabar EX as requested. 3. Maintain an orderly flow of students through the Admissions and Records Office during times of “heavy traffic.” 4. Assist in preparing for special events throughout the academic year, including, but not limited to: • Orientation days; • Advance pre-registration; • Fall and Spring pre-registration; and • Senior Days. 5. Perform other duties as assigned. (Added 6/9/09; Edited 2/19/16; Edited 3/4/19)