Coordinator, Student Records

Duke Careers•Durham, NC

1d•$59,829 - $88,740•Onsite

About The Position

The Duke University School of Nursing (DUSON) is seeking a highly organized and detail-oriented Coordinator, Student Records to join the Student Services team. In this role, you will be instrumental in supporting the full student lifecycle—from onboarding and orientation through academic progression, registration, and graduation readiness. You will serve as a key operational partner to the Director of Student Services/SON Registrar, working closely with academic programs, faculty, and university offices to ensure the accuracy, integrity, and efficiency of student records and academic processes. Your work will directly impact the student experience by ensuring that systems, schedules, curriculum data, and communications are accurate, timely, and aligned with institutional policies. On a daily basis, you’ll work across multiple systems and stakeholders to manage degree audits, course scheduling, academic progress tracking, onboarding workflows, and registration support. You’ll also play a critical role in developing and delivering new student orientation experiences and maintaining essential academic publications such as the DUSON Bulletin and Student Handbooks.

Requirements

Bachelor’s degree required
Three years of experience in student advising, student services, academic administration, or a related function
Demonstrated experience supporting students, faculty, or academic programs in a higher education or similarly complex environment
Excellent written and verbal communication skills to effectively support students, faculty, and stakeholders
High attention to detail and accuracy when managing student records, academic data, and publications
Ability to handle sensitive student information with discretion and professionalism
Strong organizational and project management skills to balance competing priorities

Nice To Haves

Experience working in a Registrar’s Office, academic services, or school-based student services team
Experience with student information systems, degree audit tools, or platforms such as Stellic
Strong analytical skills with experience interpreting academic data, course demand, and enrollment trends
Proven ability to manage multiple deadlines tied to academic calendars and institutional processes
Strong collaboration skills with the ability to work effectively across academic programs, faculty, and administrative offices

Responsibilities

Create and maintain degree audits in Stellic for each academic program and plan prior to each admission term, including defining program requirements (courses, categories) and constraints to ensure accurate tracking of degree completion
Develop and assign academic pathways in Stellic that map the required sequencing of courses for each program; ensure all matriculated students are assigned the appropriate pathway aligned with their academic plan
Collaborate with the Associate Registrar to review degree audits for prospective graduates, ensuring all program, curriculum, and institutional requirements are fully met prior to degree conferral
Generate and analyze course analytics reports in Stellic to assess future course demand, inform scheduling decisions, and support academic planning across programs
Monitor and maintain data accuracy within systems used for student progression tracking and reporting
Manage the full lifecycle of course creation, revision, and deletion, coordinating with academic program offices, faculty, and the University Registrar to ensure accuracy and compliance with university policies
Assign and maintain course numbers in alignment with university standards and School of Nursing schema
Maintain and regularly update the DUSON Master Course Listing, ensuring consistency and accuracy across all programs
Develop and manage the academic course schedule for up to three semesters in advance, incorporating curriculum requirements, enrollment projections, faculty teaching capacity, and program needs
Serve as a primary point of contact for course scheduling inquiries, resolving issues and providing guidance to faculty, program staff, and university offices
Partner with academic leadership to ensure course offerings align with program progression requirements and student demand
Lead the planning, coordination, and production of the DUSON Bulletin, ensuring accurate and timely annual publication
Ensure the bulletin reflects current academic programs, course offerings, admissions requirements, and academic policies
Collaborate with academic programs to collect and validate updates, including new courses, curriculum changes, and program modifications
Maintain a structured and auditable process for tracking revisions and updates across bulletin and handbook materials
Review, edit, and validate content for accuracy, consistency, clarity, and compliance with university standards
Coordinate the annual update and publication of student handbooks for all academic programs
Serve as the liaison with the University Registrar’s Office on all bulletin-related submissions and approvals
Design, implement, and evaluate a comprehensive orientation program for all incoming DUSON students, including both on-campus and online populations
Develop onboarding content covering academic policies, student resources, systems access, and student expectations
Collaborate with program assistant deans, program coordinators, admissions, student success teams, and university offices to deliver a cohesive and engaging onboarding experience
Create and execute communication strategies (emails, webinars, digital content) to engage students from matriculation through orientation
Track onboarding progress and student engagement, identifying non-participation and providing status updates to program leadership and compliance partners
Collect and analyze feedback from new students to continuously improve orientation programming
Manage the student ID badge process, including coordinating photo submissions, working with the Duke Medical Center Card Office for badge production, and ensuring timely distribution across programs
Provide direct support to students during onboarding by answering questions, resolving issues, and connecting them to appropriate resources
Communicate registration timelines, deadlines, and key processes to DUSON students across all programs
Collaborate with the University Registrar’s Office to support the Academic Calendar Audit Report (ACAR) process, ensuring accuracy of term setup, registration dates, and program configurations
Partner with Registrar and SISS teams to troubleshoot system issues impacting registration functionality or student access
Provide guidance to students on registration policies, course selection, and academic requirements
Assist students in resolving registration challenges, including waitlists, course conflicts, and enrollment issues