Academic Administration and Student Records Manager - Registrar

Washington University in St. Louis

1d • $23 - $36 • Onsite

About The Position

The Arts & Sciences Academic Administration and Student Records Manager is an integral part of the Academic Administration and Student Records Team, providing support for daily course and student records tasks and communications. This role is crucial for ensuring the smooth operation of day-to-day academic administration and student records within Arts & Sciences, which is the largest academic division at WashU in St. Louis. The primary responsibility of the manager is to uphold the integrity, accuracy, and security of confidential academic records, while simultaneously delivering exceptional customer service to students, faculty, and staff. The manager collaborates closely with other team members to offer effective and timely information and support to various stakeholders across Arts & Sciences and the wider University. The scope of support areas and systems utilized may evolve as the position develops.

Requirements

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• 1 year of relevant experience.
• Experience working with confidential information.
• Strong analytical and problem-solving skills.
• Ability to think flexibly and adapt to change/new procedures when needed to increase efficiencies.
• Discretion and ability to maintain confidentiality as appropriate.
• Exercise good judgment regarding priorities and critical nature of jobs.
• Reliable and efficient work with an honest work ethic.
• Understand how individual tasks are interrelated and all impact the big picture and overall goals of Arts & Sciences.
• Skills and knowledge of systems/technology/programs’ processes with the mindset and logic to process it thoroughly and with attention to detail.

Nice To Haves

• Three years of experience in office work – preferably in higher education.
• Experience with working with student records and databases.
• Experience with Microsoft Access.
• Experience with WashU student record and reporting systems and databases.
• Positive attitude on any task.
• Adaptability.
• Customer Service skills.
• Data Entry skills.
• Deadline Management skills.
• Knowledge of Family Educational Rights And Privacy Act (FERPA).
• Microsoft Excel proficiency.
• Microsoft Office proficiency.
• Oral Communications skills.
• Knowledge of Policies & Procedures.
• Student Information Systems experience.
• Student Support Services experience.
• Teamwork skills.
• Written Communication skills.

Responsibilities

• Create, coordinate, and manage accurate student records data (undergraduate and graduate) in the student information system, including managing student records updates according to best practices and school and University policy (including registration and degree requirement changes and student program updates such as drops, adds, withdrawals, overrides, independent studies, demographic and interdivisional information, etc.).
• Assist Arts & Sciences Academic Administration and Student Records team members with tasks, such as evaluating, updating, and managing all information related to student academic records, including the administrative registration of students in special and/or problematic situations, report data preparation and retrieval, etc.
• Evaluate and process grade changes, and support faculty in the posting of grades/grade changes.
• Audit and verify student academic records for compliance with Arts & Sciences policies.
• Maintain student electronic document files stored outside the student information system, including uploads, policy implementation, process ownership, and document verification.
• Maintain integrity of Arts & Sciences departmental course records, including regularly auditing courses across all departments to ensure adherence with policies and procedures.
• Manage course section records and term-based scheduling details for Arts & Sciences courses, ensuring compliance with scheduling, curriculum, and room usage guidelines and policies.
• Oversee course section encoding, including pre- and co-requisite settings, clustered sections, course section overlaps, and enrollment caps, to achieve desired registration outcomes.
• Support registration activity for students in school and department programs and for school and department course offerings according to system deadlines and relevant policies.
• Work with special programs within the College Office to support course registration and records.
• Provide support to Arts & Sciences Curriculum Committee and the Office of Graduate Studies Advisory Council.
• Coordinate with the Office of the University Registrar to align with production calendars; maintain configurations appropriately; ensure faculty-approved curriculum updates, such as new courses and academic requirements, are encoded accurately and effectively in Workday; and ensure student registration access is properly configured.
• Address support requests and inquiries from instructors, students, and campus partners, including investigating and escalating them as necessary and in alignment with school protocols and the Office of the University Registrar and Workday Student Support Team support model.
• Educate departments on functionality within Workday.
• Create and provide documentation and reports for issues related to academic progress/probation, financial aid and billing, etc.
• Audit student records for registration accuracy and compliance, satisfactory academic progress, etc.
• Provide verifications for enrollments, degrees earned, academic standing, and other official student and course-based reports.
• Assist with the process to post test and transfer credits to student records.
• Monitor student records to ensure compliance with academic regulations and program requirements for graduation.
• Review student degree progress as well as program of study and academic records statuses to ensure academic requirements are accurate, reviewing, routing, and/or recording approved exceptions promptly and accurately in Workday.
• Ensure that eligible students receive information about applying for program completion, expected program completion dates are maintained properly, and academic standing records are updated appropriately and in a timely manner.
• Support the recording of test and transfer credit, accomplishments, practical learning activities, and test achievements as necessary for school and department program requirements.
• Ensure relevant student records documents are recorded appropriately in KnowledgeLake, either by filing directly or supporting school partners to follow appropriate processes.
• Educate departments on functionality within Workday and advise on how best to personalize for the needs of their department.
• Ensure accurate degree records through updates to, and verification of, student records, including ensuring accurate Integrations and programs of study and applying overrides as needed.
• Support the graduation process by reviewing Applications for Program Completion, identifying honors candidates, etc.
• Track Application for Program Completion submissions.
• Coordinate degree checkout with the Office of the University Registrar, verifying academic requirements and updating student records statuses to ensure degree conferral is accurate.
• Engage relevant school and department officials to verify academic policy application, exceptions, and/or requirements completion and that any relevant administrative or advising notes are recorded in Workday.
• Assist the Arts & Sciences Academic Administration and Student Records Team in resolving problems with graduating students.
• Generate reports for the Arts & Sciences Academic Administration and Student Records Team and the school’s associate deans.
• Proofread degree list and awards list.
• Assist with the undergraduate recognition ceremony and the graduate hooding ceremony.
• Assist with the audit of student academic records and communication with students in preparation for graduation.
• Support Arts & Sciences Academic Administration and Student Records team members and the posting Latin and College honors to student records.
• Add overrides for approved exceptions to students’ records (course or integration).
• Advise students, faculty, and staff on academic rules and degree requirements.
• Serve as a source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff throughout all Arts & Sciences departments.
• Enforce compliance for all federal and state regulations on records, reporting, and documentation as well as accreditation requirements.
• Coordinate, as appropriate, with internal partners, such as admissions, advising, dean’s office/academic policy officials, and other university partners.
• Serve as a liaison with the Office of the University Registrar, the Workday Student Support Team, the Provost’s Office, Student Financial Services, and relevant Student Affairs team members in order to comply with registration deadlines, Commencement deadlines, and general Student Academic Affairs policies.
• Work with the Office for International Students and Scholars to ensure students with visas maintain compliance with federal regulations.
• Engage with university and school technical support teams to ensure the needs of the school are represented regarding student and course records.
• Ensure school partners are apprised of any relevant university technology initiatives, needs, and changes.
• Support university data governance efforts to maintain and use student information accurately and appropriately.
• Ensure student records practices align with FERPA and university policy.
• Assist with miscellaneous meetings, mailings, and other duties as assigned.
• Respond to miscellaneous questions and requests from students, administrators, faculty, staff, and alumni.
• Other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• Tuition coverage for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 1,001-5,000 employees