Academic Records Coordinator

Under limited supervision of the Registrar, the Academic Records Coordinator responsible for the coordination of office operations in the Registrar’s Office and the business processes that support those functions.

Overall Responsibilities

• • In all tasks and responsibilities, maintain the integrity and security of students’ academic records.
  • Maintain expert knowledge of the student information system (Jenzabar) and all periphery software packages. This includes testing and evaluating new functionality as it is introduced by the vendors and standardized testing associated with regular upgrades.
  • Create efficient and accurate business processes around the functionality in Jenzabar and periphery software packages to provide excellent service to students, faculty, and staff.
  • Troubleshoot processing issues quickly and efficiently
  • Manage automated workflow processes and update as appropriate when business processes change

upGrad Contact

Responsible for identifying and maintaining learners by specific cohort and enrolling students in appropriate courses and they progress through their programs; working closely with upGrad counterparts to ensure learner updates and changes are made in a timeline manner; auditing to ensure tracking lists and SIS reports are consistent.

• • Create course sections and cohort group codes.
  • Ensure accurate and efficient processes around cohort assignment and enrolling learners.
  • Coordinate with upGrad to ensure learners are in appropriate cohorts, including drops and deferrals.
  • Enrollment Verifications
  • Oversee grading and re-grading processes including those for resubmission windows.
  • Work with constituents to create and implement consistent policies and procedures.
  • Work with Registrar and partners in process improvement
  • Attending meetings and representing the Registrar’s Office

Program Coordination

• Coordinate complete business process cycles for key program areas of the office, such as
  • Run end-of-semester processes including missing grades, incompletes, and Probation and Dismissals
  • Withdraw students (medical, dismissal withdrawals)
  • Process Independent Study Contracts
  • Manage Acadeum and UW Collaborative student processes including involving Associate Registrar for placeholder courses
  • Manage faculty grading process (send email reminders, follow up with faculty who haven’t submitted grades, set up in SIS)
  • Manage faculty grading process (send email reminders, follow up with faculty who haven’t submitted grades, set up in SIS
  • Manage prereqs/coreqs/prohibited
  • Manage the priority registration schedule including set-up, communication, execution
  • Coordinating section creation, the download and upload of data, and
  • Room scheduling for upcoming semester sections and final exams.

Graduation Support

• Assist and support with the graduation processes including communications, degree audits, and diploma issuances. These may include:
  • Running reports,
  • Providing lists,
  • Sending communications,
  • Completing audits

Office Support

• Provide exceptional customer service to students, faculty, and staff who contact the Registrar’s Office for assistance
  • Provide secondary phone coverage
  • Manage back up Registrar email account (answer emails or forward to appropriate person)
  • Accurately process a variety of forms and update the student information system as appropriate and in accordance with College and office policies and procedures
• Manage the submission of forms to be processed to maintain the accuracy of the student record and ensure that all forms are completed and filed correctly in the imaging system.