Academic Records Coordinator, Smeal College of Business

The Pennsylvania State University • University Park, FL

3h

About The Position

The Smeal College of Business Office of Undergraduate Education (UGE) is seeking a detail-oriented, adaptable, and service-driven individual to join our team as an Academic Records Coordinator. This role primarily supports the Enrollment Management Team’s processes related to Smeal Direct as well as daily operations for the Smeal Student Records Office. The position requires extensive communication with students, staff, faculty, and University partners to maintain accurate academic records. The Academic Records Coordinator will be filled at the Intermediate Support or Senior Support level, depending on education and experience.

Requirements

• Strong interpersonal, verbal, and written communication skills
• Excellent organizational and customer service abilities
• Attention to detail and ability to manage multiple projects simultaneously
• Team-oriented and self-motivated
• Proficiency in Microsoft Office (Word, Access, Excel, PowerPoint) is required.
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• None
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• None

Nice To Haves

• Experience working with a student portal (e.g., LionPATH) is preferred.

Responsibilities

• Process concurrent majors and Accounting Dual Track requests
• Manage graduation tasks for over 2,000 students
• Review degree audits and approve students for graduation
• Track graduation issues and communicate with students and advisers
• Apply or remove students from graduation lists
• Distribute distinction cords
• Provide verification and invitation letters
• Attend University meetings related to graduation
• Generate daily LionPATH reports related to records processes
• Process Education Abroad transcripts
• Make adjustments to degree requirement reports
• Handle Grade Forgiveness and 3rd Course Attempt forms
• Assign advisers for incoming students, Schreyer Scholars, and major changes
• Maintain adviser caseloads and assign faculty mentors
• Respond to general Student Records inquiries and emails
• Communicate with students on issues regarding Student Records Policy & Compliance
• Perform disciplinary checks and ensure proper procedures
• Respond to FERPA-related inquiries and assist with release forms
• Approve and update student records for Entrance to Major, changes in plan, exceptions, substitutions, and waivers
• Ensure adherence to academic policies and procedures
• Monitor timelines and key dates for University and College processes affecting Student Records
• Greet and assist students and visitors
• Image, index, and file student records using the Document Imaging System
• Prepare paper files for storage, archiving, or destruction
• Serve on work teams within UGE for process improvement
• Collaborate with the Enrollment Management Team to enhance processes related to the Smeal direct admit model
• Collaborate with other units and departments within Smeal and across the University for communications

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees