Graduation & Records Specialist

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Position Title:

Job Category:

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Job Profile:

Job Duties:

Under the direction of the Senior Associate Registrar, the Graduation and Records Specialist plays a key role in supporting the Graduation and Records teams within the Registrar’s Office. This operational support position provides exceptional customer service through email and phone communication with students, advisors, and other customers; assists with NCAA athletic eligibility; and manages important administrative functions related to student degree audits, graduation, and records. This position requires exceptional customer service skills, effective communication skills, attention to detail, and the ability to collaborate with others in a mostly remote environment.
 
Responsibilities:

Provides exceptional customer service through email and phone communication with students, advisors, and other customers.

• Answers phones for the Graduation and Records team 

• Provide back-up phone coverage for the main Registrar’s office phone line 

• Manages emails correspondence for Graduation and Records teams, responding to emails, or forwarding as needed.

Assists with NCAA athletic eligibility 

• Provides timely reports to the athletic department each term. 

• Answers questions from advisors and athletics about NCAA eligibility 

• Collaborates with athletics in the review process of athletes each semester. 

Manages important administrative functions related to student degree audits, graduation, and records. 

• Processes student exceptions within the student degree audit system. 

• Processes diploma orders. 

• Assists with providing the commencement list information to the Secretary of the University’s office. 

• Completes ongoing review and maintenance of Student Record, Graduation, and FERPA sections of the Registrar’s Office website. 

Supports Graduation and Records team and Student Services as needed to best support students.

• Provides back up for National Clearinghouse report processing, errors, and corrections. 

• Performs data entry to update students’ records. This may include updates to grades, repeats, and academic standing. 

Key Job Responsibilities:

• Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records

• Serves as an expert in the creation and maintenance of student records and curricular and degree requirement data within the student information system

• Applies knowledge of programs, procedures, and policies to provide expert guidance in student records, curricular management, and credit evaluation functions when complex cases have been escalated by campus stakeholders for resolution

• Participates in systems testing and develops and maintains documentation on business processes

• Provides functional support and evaluation of the student information, curricular management, and credit evaluation systems to identify opportunities for business process improvements and makes recommendations to adapt processes and systems to achieve greater efficiency

• Collaborates with academic deans, faculty, advisors, and staff to resolve curricular, student record, and credit evaluation problems. Audits and corrects data to ensure accuracy and completeness

Department: Registrar's Office

Compensation: $47,000 - $50,000 Annual

Required Qualifications:

• Bachelor’s degree or commensurate combination of training and experience. 

• Prior experience or demonstrated ability to provide customer service. 

• Demonstrated ability to learn and apply policies and procedures. 

• Demonstrated ability to manage and prioritize multiple tasks in a fast-paced work environment.

Preferred Qualifications:

• Experience working at a college or university. 

• Experience working in a Registrar's office or student services role. 

• Demonstrated administrative experience with PeopleSoft or another similar integrated data management system. 

• Demonstrated experience maintaining student records or degree audits. 

How to Apply:

Interested applicants are required to apply online and submit the following:

• Resume

• Cover Letter

PLEASE NOTE: Resumes and cover letters will need to be uploaded to the same area in the application.

In instances where the Search and Screen is unable to ascertain from the candidates' application materials whether they meet any of the qualifications, they may be evaluated as not meeting such qualifications.

Finalist candidate(s) being considered for hire will be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified.

The last day to submit your application is Thursday, February 5.

Contact Information:

Kristy Sprung

[email protected]

Reasonable Accommodations
Pursuant to university policy, UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact [email protected] or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy
Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)
For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization
In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.