Job Title: Student Records Intern

Date: 07/05/2024

Reports to: Academic Student Records Coordinator

Department: Student Services 

Status: Non-Exempt

General Summary:

The mission of Portage Learning is to provide students with exceptional academic preparation via quality, accessible, and innovative methods as we assist schools in admitting and educating well-prepared students to succeed in their professions and vocations, positively impacting their communities. We believe this commitment to the individual student is founded on our core values as a company. We fulfill our mission and purpose through service, excellence, innovation, and support. These same ideals are shared in our view of work and how it plays out in each individual employee. At Portage Learning, we believe the growth of a person, as a whole, is necessary for reaching both professional and personal accomplishments. We care about the people who work here and the meaningful impact they have on others.

As a Student Records Intern, you will assist in the management and maintenance of student and organizational records. You will support various administrative tasks related to data entry, record-keeping, and information management. This internship provides an opportunity to gain hands-on experience in maintaining accurate and confidential records, ensuring compliance with organizational policies and procedures. You will collaborate with administrative staff to contribute to the efficiency and effectiveness of the record-keeping process.

Key Responsibilities (Essential Functions):

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function(s).

• Coordinate the movement, storage retrieval, and security of student records.
• Implement policies and procedures in the management of accurate student records.
• Assist in developing and implementing comprehensive student data file review procedures.
• Prepare missing information reports.
• Maintain student contact information updates. 
• Assist in the process of responding to student documentation requests and electronic transcript requests, as well as mailing official transcripts. 
• Provide support to students, parents, and staff with inquiries related to student records under the guidance of a supervisor.
• Follow guidelines to ensure the confidentiality and security of student information.
• Perform other duties as assigned. 

Knowledge/Skills Required:

• Resolving conflicts and negotiating with others.
• Excellent attention to detail and organizational skills.
• Excellent communication (written, verbal, and listening) skills.
• Ability to multi-task, set priorities and achieve desired goals.
• Ability to use Microsoft Office Suite.
• Must be service oriented with a focus on helping others.

Qualifications (Education Requirements/Experience):

• Currently pursuing a degree in business administration, management, or a related field. 
• Demonstrated agreement with the stated mission, philosophy, values, and goals of Portage Learning.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, projectors, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading.
• May require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk, lift, carry and move light to medium weight. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and learn technical information.
• Light lifting is required. Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.

Position Types and Expected Hours to work:

This is a part-time position. Days and hours of work are 10-15 hours per week, Monday to Friday, between 9:00 a.m. to 5:00 p.m. Must be able to work from the office located in Chippewa Township, PA.

Travel:

This job may require occasional travel. Travel is primarily local during the business day.

Other Duties Disclaimer:

This is not an all-inclusive document. Additional duties, expectations, demands, etc. may be added or changed to this document on an as-needed basis in order to meet organizational goals.