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Virginia's Community College System
College Records and Enrollment Services Specialist
🇺🇸
Annandale, Virginia
🕑
Full-Time
💰
$55K
💻
Enrollment
🗓️
September 3rd, 2026
FERPA
Edtech.com's Summary
Virginia's Community College System is hiring a College Records and Enrollment Services Specialist. The specialist supports the daily operations of Northern Virginia Community College's College Records Office and campus-based Enrollment Services, comanaging the integrity and security of student academic records. This role also serves as the college's FERPA compliance backup and liaises with students and departments on admissions, registration, and financial aid processes.
Highlights
- Uphold student record management policies and ensure compliance with federal and college regulations.
- Administer FERPA compliance and provide training on related policies.
- Support Program Plan and degree conferral processes, including course substitutions.
- Provide information to students and parents on applications, programs, and enrollment status.
- Coordinate vendor management and contractual support with key College stakeholders.
- Build working relationships across NOVA and with peers at other VCCS colleges.
- Experience with student records management and a student information system.
- Salary of $55,000 per year.
College Records and Enrollment Services Specialist Full Description
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College Records and Enrollment Services Specialist
Please see Special Instructions for more details.
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Posting Details
Posting Summary
Working Title | College Records and Enrollment Services Specialist
Role Title | Education Support Spec II
Role Code | 29143-FP
FLSA | Nonexempt
Pay Band | 03
Position Number | 28000902
Agency | Northern VA Community College
Division | NV280-Office of Student Services
Work Location | Fairfax County - 059
Hiring Range | $55,000/yr
Emergency/Essential Personnel | No
EEO Category | 5-Paraprofessionals
Full Time or Part Time | Full Time
Does this position have telework options? -Telework options are subject to change based on business needs- |
Does this position have a bilingual or multilingual skill requirement or preference? |
Work Schedule | Monday – Friday 8:30 AM – 5:00 PM; some evenings and weekends required. Travel between campuses based on business needs.
Sensitive Position | No
Job Description | General Description:
The College Records and Enrollment Services Specialist provides overall support of the daily operations of the College Records Office and Enrollment Services (campus-based) offices. The role is responsible for comanaging the integrity and security of student records as well as accuracy in College-wide adjustments of student academic records. This position will liaise interdepartmentally with college stakeholders as well as students, providing information on student service, contracts, programs, activities, and procedures regarding admissions, placement testing, domicile, payment, financial aid, registration, and student activities.
Duties and Tasks:Upholds student record management policies, procedures and recommends best practices in student record retention and updates, transfer credit posting, changes in academic programs, and maintenance of student status in compliance with appropriate federal, local and college regulations, policies, and guidelines. Collaboratively ensures the enforcement of policies and procedures related to student records. Responsible for the administration of the Family Education Rights and Privacy Act (FERPA) and acts the FERPA college compliance officer in College Registrar’s absence. Provides training regarding compliance with FERPA as well as institutional policies and procedures. Assists in the oversight of Program Plan and degree conferral processes, to include Course Substitution (posting award confer date, course directives, audits) within the graduation completion process. Establishes and maintains collaborative and effective working relationships with a diverse group of leaders across the NVCC and with peers at other VCCS colleges. Provides vendor management, purchasing, and contractual support in coordination with key stakeholders at the College. Travels between campuses to provide in-person and/or virtual assistance depending on the needs of the Unit. Provide information to students and parents on application, programs and status. Make referrals as needed within the College. Assists student with referrals to other departments as needed. Other duties as assigned.
Special Assignments | May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications | Required KSAs: Ability to work under pressure and meet deadlines. Ability to establish goals and priorities and make decisions based on program and institutional policies. Familiarity with People Soft Student Administration System, SmarterTrack, or other student information system or flexibility and willingness to learn new systems. Ability to communicate effectively, orally and in writing. Strong customer service skills. Knowledge of PC software applications Ability to interpret and explain academic and administrative policies and procedures. Knowledge of state and federal regulations related to student records and enrollment or college administration. Ability to travel to various NOVA campus when needed.
Minimum Qualifications:Experience with records management Experience in higher education administration or a related field. Experience working in a college office setting or university office setting, preferably an Admissions or Registrar’s office. Experience working with computer software applications such as Microsoft Office.
Additional Considerations | Additional Considerations: Experience handling domicile decisions and/or appeal processes. Experience using PeopleSoft student information system and imaging software. Fluency in a foreign language commonly spoken in the Northern Virginia area. Experience in training staff. Experience with contract management and procurement systems.
Operation of a State Vehicle | No
Supervises Employees | No
Required Travel | Travel between campuses based on business needs.
Role Title | Education Support Spec II
Role Code | 29143-FP
FLSA | Nonexempt
Pay Band | 03
Position Number | 28000902
Agency | Northern VA Community College
Division | NV280-Office of Student Services
Work Location | Fairfax County - 059
Hiring Range | $55,000/yr
Emergency/Essential Personnel | No
EEO Category | 5-Paraprofessionals
Full Time or Part Time | Full Time
Does this position have telework options? -Telework options are subject to change based on business needs- |
Does this position have a bilingual or multilingual skill requirement or preference? |
Work Schedule | Monday – Friday 8:30 AM – 5:00 PM; some evenings and weekends required. Travel between campuses based on business needs.
Sensitive Position | No
Job Description | General Description:
The College Records and Enrollment Services Specialist provides overall support of the daily operations of the College Records Office and Enrollment Services (campus-based) offices. The role is responsible for comanaging the integrity and security of student records as well as accuracy in College-wide adjustments of student academic records. This position will liaise interdepartmentally with college stakeholders as well as students, providing information on student service, contracts, programs, activities, and procedures regarding admissions, placement testing, domicile, payment, financial aid, registration, and student activities.
Duties and Tasks:Upholds student record management policies, procedures and recommends best practices in student record retention and updates, transfer credit posting, changes in academic programs, and maintenance of student status in compliance with appropriate federal, local and college regulations, policies, and guidelines. Collaboratively ensures the enforcement of policies and procedures related to student records. Responsible for the administration of the Family Education Rights and Privacy Act (FERPA) and acts the FERPA college compliance officer in College Registrar’s absence. Provides training regarding compliance with FERPA as well as institutional policies and procedures. Assists in the oversight of Program Plan and degree conferral processes, to include Course Substitution (posting award confer date, course directives, audits) within the graduation completion process. Establishes and maintains collaborative and effective working relationships with a diverse group of leaders across the NVCC and with peers at other VCCS colleges. Provides vendor management, purchasing, and contractual support in coordination with key stakeholders at the College. Travels between campuses to provide in-person and/or virtual assistance depending on the needs of the Unit. Provide information to students and parents on application, programs and status. Make referrals as needed within the College. Assists student with referrals to other departments as needed. Other duties as assigned.
Special Assignments | May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
KSA's/Required Qualifications | Required KSAs: Ability to work under pressure and meet deadlines. Ability to establish goals and priorities and make decisions based on program and institutional policies. Familiarity with People Soft Student Administration System, SmarterTrack, or other student information system or flexibility and willingness to learn new systems. Ability to communicate effectively, orally and in writing. Strong customer service skills. Knowledge of PC software applications Ability to interpret and explain academic and administrative policies and procedures. Knowledge of state and federal regulations related to student records and enrollment or college administration. Ability to travel to various NOVA campus when needed.
Minimum Qualifications:Experience with records management Experience in higher education administration or a related field. Experience working in a college office setting or university office setting, preferably an Admissions or Registrar’s office. Experience working with computer software applications such as Microsoft Office.
Additional Considerations | Additional Considerations: Experience handling domicile decisions and/or appeal processes. Experience using PeopleSoft student information system and imaging software. Fluency in a foreign language commonly spoken in the Northern Virginia area. Experience in training staff. Experience with contract management and procurement systems.
Operation of a State Vehicle | No
Supervises Employees | No
Required Travel | Travel between campuses based on business needs.
Posting Detail Information
Posting Number | CLS_4707P
Recruitment Type | General Public - G
Number of Vacancies | 1
Position End Date (if temporary) |
Job Open Date | 09/02/2026
Job Close Date | 09/09/2026
Open Until Filled |
Agency Website | www.nvcc.edu
Contact Name |
Email |
Phone Number |
Special Instructions to Applicants | In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Additional Information |
Background Check Statement Disclaimer | The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
EEO Statement | The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.
ADA Statement | The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.
E-Verify Statement | VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Quicklink for Posting | https://jobs.vccs.edu/postings/100674
Recruitment Type | General Public - G
Number of Vacancies | 1
Position End Date (if temporary) |
Job Open Date | 09/02/2026
Job Close Date | 09/09/2026
Open Until Filled |
Agency Website | www.nvcc.edu
Contact Name |
Email |
Phone Number |
Special Instructions to Applicants | In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155
Additional Information |
Background Check Statement Disclaimer | The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/
EEO Statement | The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.
ADA Statement | The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.
E-Verify Statement | VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.
Quicklink for Posting | https://jobs.vccs.edu/postings/100674
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * I understand that only information provided at the time of the application submission will be considered when determining my qualifications and only responses to Supplemental Questions that can be verified in my application and resume will be credited.
- Yes
- No
- * I understand that this position is not telework eligible and I will be required to attend work in-person.
- Yes
- No
- * I understand this position is located in Virginia and I will be required to reside in Washington DC, Maryland, or Virginia. (DMV) area.
- Yes
- No
- * Do you now or in the future require visa sponsorship to work in the United States?
- Yes
- No
- * Are you applying for this position to satisfy an OPT training requirement for your educational program?
- Yes
- No
- * Do you have experience with records management?
- Yes
- No
- * Do you have experience in higher education administration or a related field?
- Yes
- No
- * Do you have experience working in a college office setting or university office setting, preferably an Admissions or Registrar’s office?
- Yes
- No
- * Do you have experience using Microsoft Office applications?
- Yes
- No
Applicant Documents
Required Documents
- Resume
Optional Documents
- Cover Letter/Letter of Application
- Other Document
- Alternative Hiring Process Letter
- SF-50 (Documentation of involuntary separation from Federal Agency)
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