Academic Records Specialist
DESCRIPTION OF JOB:
The Academic Records Specialist will contribute to a myriad of responsibilities and processes within the Registrar’s Office. There is a high level of complexity and detail required in this position, which requires independent judgement, proactive problem-solving skills, and attention to detail. The ability to understand and interpret academic policies and federal regulations is essential.
Responsibilities:
upGrad Liaison
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 timely 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.
- Oversee grading and re-grading processes including those for resubmission windows.
- Work with constituents to create and implement consistent policies and procedures.
- Process improvement
- Attending meetings and representing the Registrar’s Office
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
Program Coordination and Office Support
- Provide exceptional customer service to students, faculty, and staff who contact the Registrar’s Office for assistance
- Provide primary phone coverage
- Manage 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
- Coordinate complete business process cycles for key program areas of the office, such as
- manage the priority registration schedule including set-up, communication, execution
- coordinating section creation,
- maintaining prerequisites, corequisites, and prohibit settings for all courses,
- and room scheduling for upcoming semester sections and final exams.
- 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)
- Process Enrollment Verifications
- Keep the Registrar’s Office SharePoint site current
- Serve as Iron Mountain POC (order old record cards, supervise old record card indexing project)
JOB QUALIFICATIONS
Necessary Education or Work Experience:
- Associates degree, Bachelor’s degree preferred.
- Experience in a higher education office setting desired
Required Knowledge and Skills:
- Strong technical experience managing data, creating reports, and analyzing data
- Proven ability to assess and implement new and emerging technologies.
- Excellent written and verbal communication skills required.
- Organizational, interpersonal, and problem-solving abilities are a must.
- Ability to interpret complex policies and operational protocols and make decisions related to individual circumstances.
- Attention to detail
- Must be able to work independently and proactively identify necessary steps to resolve a wide variety of issues as they arise
- High level proficiency in Microsoft Office, which includes: Word, Excel, Outlook, and computer and integrated database concepts
- Willingness and ability to learn new software
- Supports the Mission of Edgewood College as a Catholic institution in the Dominican tradition.
Other Qualifications:
Edgewood College, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values – truth, compassion, justice, partnership, and community.
How to Apply
Send a cover letter, resume, and references to:
Edgewood College
Human Resources – RECS
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer