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Manager, Student Records Systems - **Extended Search

Brookdale Community College
United States, New Jersey, Lincroft
May 03, 2024
Position Details
Position Information

Job Title Manager, Student Records Systems - **Extended Search
Working Title Manager, Student Records Systems
Applicant Posting Category Dropdown Administrator
Residency Requirement NJ Residency
Department Registration & Records
Location Lincroft
Job Type Full Time
Job Category Administrative/Represented
Pay Rate $69,893 with benefits
Grade/Rank A4
Hours 37.5
Pay Basis Annually
Position Summary
Reporting to the Registrar, the Manager, Student Records Systems provides direct support and technical expertise to the Office, Student Affairs Division and various College constituents. The Manager, Student Records Systems is responsible for day-to-day administration and oversight of student records administrative system including monitoring, updating, and maintaining the College admission, registration and student records database to ensure the accurate and timely retention and dissemination of data. The position makes policy and procedural recommendations to the Registrar and provides administrative and operational support to the Registrar and Associate Registrar and as directed.
Description of Duties
Data and Reports

  • Manage the submission schedule and reporting to the National Student Clearinghouse (NSC) for Federal enrollment and degree verification reporting, NSC and National Student Loan Data Systems (NSLDS) enrollment error report resolution and timely submissions, and Continuing and Professional Studies Title IV enrollment and graduation reporting ensuring compliance with Federal and State regulations. Maintain files and file reports in accordance with regulations.
  • Remain current with changes related to NSC and NSLDS reporting updates and changes, including any impact on SIS updates as it relates to reporting.
  • 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.
  • Develop standard and ad hoc reports as needed and assist other offices on campus in defining and developing reports.
  • Provide information and assistance to students, faculty, staff, as well as to general information requests and requests from appropriate agencies.

Degree Audit

  • Oversees the definition and maintenance of the degree audit system and content of all academic requirements including general education requirements, career studies requirements, and College graduation/degree requirements.
  • Maintain the Degree Audit system, including inputting programming syntax for all new degree programs, articulation of curriculum revisions, and perform on going testing to ensure accuracy of data output.
  • Processes Degree Audit related substitutions and movements.
  • Regularly review and report common program substitutions and movements to Registrar to determine if academic program revisions should be recommended.

Technology & System Enhancement

  • Investigate, assess and implement new or enhanced technology for the student system.
  • Assist in developing and establishing 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 document imaging system, graduation and diploma processing, transcript processing, and academic standing calculations. Ensure that office staff are sufficiently trained in use of technology by creating and providing appropriate training.

Student Success

  • Explore, create, and if appropriate, implement processes that will increase student graduation rates.
  • Explore opportunity to increase retention with different populations.
  • Manage, implement, and communicate approved requests for course overrides/substitutions in degree audit.
  • Oversee and coordinate the identification, communication and processing of degree and certificate eligible students.

System Administration, Maintenance, and Updates

  • Monitor, update and maintain Records and Registration Website and student on-line processes, including College homepage, MTXT records, and on-line Student Self-Service functionality in cooperation with OIT and College Webmaster.
  • Implement and maintain established admissions and registration policies and processes for Partnership Exchange Registration agreements.
  • Support ongoing registration and record keeping activities in the office.


  • Maintain an ongoing knowledge of and ensure compliance with the Family Educational Rights and Privacy Act, State Immunization and Health requirements and state and federal financial aid attendance verification and other appropriate Federal, State and College regulations and legislation.
  • Collaborate on and prioritize, the implementation of software enhancements and/or version implementations, for current and future systems, as they relate to enrollment and academic records, including, but not limited to, Ellucian Colleague, Perceptive Software, National Student Loan Clearinghouse, transcript processing, and Entrinsik Informer.
  • Recommend policies and procedures consistent with college, state, and federal regulations.

Departmental Support

  • At the direction of the Registrar or in the absence of Associate Registrar, direct staff in daily operations.
  • Manage day-to-day training and supervision of student document imaging system.
  • Perform other related duties and responsibilities as assigned.

Minimum Qualifications

  • 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.


  • Ability to work collaboratively and use creative, solutions-oriented approach to address problems through team work.
  • 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.
Posting Detail Information

Requisition Number S144P
Desired Start Date
Duration, If Temporary
Recommended Job Open Date 03/16/2023
Job Close Date
Open Until Filled Yes
Special Instructions to Applicants
**A review of applications will be ongoing until the position is filled. Submission of materials by 4/7/23 is encouraged for full consideration. Previous applicants do not need to reapply. Credentials are still under full consideration.
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