Student Records Supervisor

The Student Records Supervisor is responsible for overseeing the student records functions and performing administrative analysis of a wide variety of student records, in compliance with government and management directives and date integrity policies. Directly supervises the records clerk and systems administrator. 

Job Description:

  · Plan, coordinate, and manage the administrative and student records activities of the department. Track and communicate OBS to managers and directors.

· Provide staff training, evaluate staff performance, and implement departmental changes as approved by the center director and coordinated with the manager, and human resources prior to implementation.

· Assist the Career Development Manager in the preparation of the departmental budget; monitor and control expenditures; review and recommend changes to budget authorizations.

· Assist in the development and implementation of new and revised policies and procedures affecting student records, Center Information System (CIS), data integrity, and Career Development Services System (CDSS) requirements.

· Review and audit all assigned areas regularly for contractual compliance and effectiveness of delivery of service to students. Prepare related reports.

· Control and monitor data operations and make adjustments necessary to ensure daily, weekly, and monthly schedules are met.

· Perform administrative and statistical analysis of a wide variety of student records; review and audit records to ensure that they are being maintained in compliance with DOL requirements. 

· Train and provide guidance to records clerk relative to the maintenance and completion of student records; establish work assignments and priorities.

· Ensure timely and accurate submission of student records, daily/weekly reports, and other documents to appropriate regional, national, and other center offices.

· Maintain accurate and current accountability systems such as status reports, enrollment, allotments, leave records, student pay, profiles, and government transportation.

· Perform input assignment, enrollment, and separation, including transfers and extensions of enrollment of students; answers questions and assists students relative to pay, allowances, leave, class scheduling, attendance, government transportation and records; ensure privacy act compliance in a records request.

· Provide orientation for new staff and students in CIS functions, and accountability requirements.

· Supervise records, reports, and data control for the center performance standards system.

· Works towards meeting performance management goals.

· Holds regular staff meetings at least twice a month, document meetings, and submit documentation to Center Director.

· Follows CDSS plan and Code of Conduct system daily.

· Adheres to required property control policies and procedures.

· Maintains good housekeeping in all areas and complies with safety practices.

· Complies with all DOL guidelines, OFCCP regulation, Quality Assurance Plan (QAP) Serrato policies and procedures, Job Corps notices and bulletins, and Center policies and procedures. 

· Demonstrates and abides by The Bizzell Group’s core values and operating principles.

· Models, mentors, and monitors appropriate Career Success Standards. 

  • Helps students become more employable through continuous reinforcement.
  • Evaluates personnel under his/her management and makes recommendations regarding disciplinary actions, promotions, and/or merit increases.

· Participation in PRH-mandated staff training is mandatory. Failure to participate may result in disciplinary actions up to and including termination.

Performs other duties as assigned. 


Key Competencies:


Effective Communication

· Presents information both clearly and concisely and regularly confirms the correct interpretation of information.

· Very high standard of communication skills both written and verbal for the presentation of facts and ideas. 

· Shows professional non-verbal body language and actively listens to others. 


Organization of Work

· Action-oriented. Demonstrates the ability to handle several projects simultaneously with decision-making, flexibility, and problem-solving. 

· Implements the key principles of time management, task allocation, and priority assignment in addition to personal organization.

· Shows attention to detail and ability to complete work with the highest level of accuracy and efficiency.

· Continually seek ways to improve employment services provided via the development of professional skills and personal growth.



· Demonstrates professional interpersonal skills when interacting with others. Abides by The   Bizzell Group’s Healthy Workplace Environment policy.

· Acts as a team player and builds professional relationships with coworkers to achieve goals.


Leadership & Management

· Ability to exceptionally manage and lead staff from diverse backgrounds. 

· Committed to investing in and developing staff and positioning them to succeed. 

· Mission-oriented and possesses a strategic vision.

· Motivates staff and provides coaching and/or feedback when needed.




To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.


Proficiency with advanced Microsoft   Office applications including Word, PowerPoint, Outlook, and Excel.


Computer Literacy with basic computer functions, email, internet, and basic programs such as Adobe Acrobat.


High level of organizational and accurate record maintenance skills.


Strong Analytical skills and attention to detail to verify the information and ensure accurate storage and retrieval of records.


High level of leadership and management skills.




Three years of experience in administrative support, data entry, records management, or related experience.   One-year supervisory experience. 




Bachelor’s   Degree in a related field preferred. 


Certificates, Licenses, Registrations


Valid State Driver’s License.