Student Records Coordinator Job Listing at Kamehameha Schools in Keaau, Hawaii (Job ID JR-05634)

Description

Job Posting Title

Student Records Coordinator

Employee Type

Temporary Seasonal (Fixed Term) (Seasonal)

Recruiting Start Date

03-05-2025

Job Exempt?

No

Recruiting End Date

03-26-2025

Aloha mai!  Mahalo for your interest in Kamehameha Schools.  If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Kamehameha Schools Hawaii campus seeks to hire a Student Records Coordinator to support our High School's 2025 Kauluhala Summer Academy. This is a temporary, seasonal position.

For more information about the Kauluhala Summer Academy, visit: https://sites.google.com/ksbe.edu/kulakauwela.

Job Summary

Serves as the master custodian of student records and acts as the point of contact for preparing and disseminating student enrollment/re-enrollment, and dis-enrollment records. Manages the student academic record and reporting process to include but not limited to communication of procedures and deadlines, generating reports both recurring and on-demand reports and participates in support roles for accumulating, processing and provisioning of various data for review, analysis and decision making. Interacts with other campus unit or cross-campus unit Student Records Coordinators and/or Registrars as well as maintains close contact with the Admissions Office to monitor student enrollment information and status of newly invited students. In conjunction with designated school administrators, plans for and creates the Master (class) Schedule or Master Enrollment for the upcoming academic year.  Plans for and generates course catalog.  Coordinates the timely administration of the student registration process and conducts mini-registration as needed. Serves as the master custodian of student records and acts as the point of contact for preparing and disseminating student enrollment/re-enrollment, and dis-enrollment records. Manages the student academic record and reporting process to include but not limited to communication of procedures and deadlines, generating reports both recurring and on-demand reports and participates in support roles for accumulating, processing and provisioning of various data for review, analysis and decision making. Interacts with other campus unit or cross-campus unit Student Records Coordinators and/or Registrars as well as maintains close contact with the Admissions Office to monitor student enrollment information and status of newly invited students.

Essential Responsibilities

Student Records

• Serves as the master custodian of student records which includes developing and maintaining a system for filing, housing and retrieving student records.
• Prepares and forwards transcripts of student records, permanent records, and personal data to requesting schools, institutions of higher learning, social agencies, military service branches, and businesses, according to established policies and procedures.  Reviews transcripts to confirm alignment to credit summary
• Acts as the point of contact for preparing and disseminating student enrollment/re-enrollment and dis-enrollment records.  Immediately generates and distributes student enrollment reports as changes occur.  Prepares and disseminates permanent records to other education institutions as requested for dis-enrollment cases.  Prepares Option-To-Return (OTR) documents as applicable.

Reporting

• Coordinate the student grade report processes to include communication of procedures and deadlines to faculty and staff for each grading period.  Reviews submitted grades and comments for appropriateness and accuracy prior to dissemination of grade reports.
• Manages the student academic record and reporting process to include but not limited to generating reports concerning academic probation, academic honors, athletic eligibility, grade promotion, and graduation.
• Prepares, maintains and communicates enrollment reports and statistics on a routine and on-demand basis.  May also design and generate various school related reports such as class lists, school faculty and staff lists.
• Participates in support roles for the accumulating, processing and provision of various data necessary for review, analysis and decision making to inform educational leadership.

Other

• Interacts with other campus unit Student Records Coordinators and/or Registrars to exchange and/or coordinate information/data to ensure smooth transition and continuity of student data and records.
• Maintains close contact with the Admissions Office to monitor student enrollment information and status of newly invited students.
• May perform research as related to multiple requests for student and student archive information.

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

• High School Diploma or GED
• Minimum three (3) years' experience in a directly related area.
• Strong organizational skills to manage and prioritize multiple assignments and ability to work well under pressure with frequent interruptions; work independently with minimal supervision.
• Excellent interpersonal, oral and written skills, ability to establish and maintain good working relationships with individuals at all levels internal and external to KS.
• Demonstrated experience and discipline for detail.  Able to analyze situations to recommend suggestions for improvement of operations.  Must handle confidential data with tact and discretion.
• Able to be flexible to work overtime and on weekends as needed.
• Exceptional working knowledge of computer applications to include Microsoft Word and Excel.

Preferred Qualifications

• Ability to train others in the use of computerized student records systems, ease of use with query functions and interfacing with Microsoft products

Physical Requirements

• Frequently sit, perform desk based computer tasks and grasp light/fine manipulation.
• Occasionally stand/walk, write by hand, and lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel, crawl, climb, reach/work about shoulder, grasp forcefully.

Working Conditions

• This position may involve traveling to various locations, including neighbor islands to conduct business.
• Work is conducted in an office/school environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours are often required to meet goals and objectives.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Work Year

Pay Range

22.47 - 30.15 Hourly

Compensation and Benefits

Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

Primary Location

Hawaii Campus

City, State

Keaau, Hawaii

Additional Locations

 Apply on company website