Records Coordinator - Graduate Enrollment Services

The Pennsylvania State University • University Park, FL

15d

About The Position

The J. Jeffrey and Ann Marie Fox Graduate School at Penn State is seeking a Records Coordinator within their Graduate Enrollment Services (GES) team. Responsibilities: Primary responsibilities for this position include the following: Oversee all matters pertaining to a graduate student’s academic record from matriculation to graduation. Utilize university systems and digital tools to efficiently process a large volume of program requests such as doctoral committee formations, doctoral exams, adding minors and dual-title degrees, leave of absences, letters of certification; ensure specific requirements are met for specialized programs such as Integrated Undergraduate/Graduate and Joint Degree programs; review exception requests. Interpret and apply Graduate Council and Fox Graduate School policies and procedures with college program staff, faculty, and students Provide information, guidance, and training to program partners Collaborate with graduate program staff in colleges to ensure a seamless graduate student record experience; effectively communicate policy updates and process improvements Analyze and review graduate student records to confirm eligibility for conferral of degrees; collaborate with the Office of Theses and Dissertations for students that did not meet the final submission deadlines Assist with functions pertaining to the Fox Graduate School commencement ceremony Work on special projects in support of Graduate Enrollment Services Complete other records functions as determined by the Director of Graduate Records Skills and Experience: Excellent interpersonal, organizational, oral and written communication skills are essential. Proficiency in Microsoft Office 365 is required. Requires excellent judgment in problem solving with a focus on solutions. Proficient in utilizing technology and data management platforms to track project milestones and optimize workflows, ensuring efficiency and alignment across all stakeholder groups. This individual must be able to meet tight deadlines while maintaining high quality and customer service standards. Experience working in higher education and using student information systems (e.g., PeopleSoft or LionPATH) is preferred. The successful candidate will have strong attention to detail, ability to interpret policies, and analytical thinking. Application: To be considered for employment, qualified individuals must submit their resume and a cover letter that includes a concise overview of their interest and experience relevant to the position. Work Arrangement: The Fox Graduate School is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Requirements

• Excellent interpersonal, organizational, oral and written communication skills are essential.
• Proficiency in Microsoft Office 365 is required.
• Requires excellent judgment in problem solving with a focus on solutions.
• Proficient in utilizing technology and data management platforms to track project milestones and optimize workflows, ensuring efficiency and alignment across all stakeholder groups.
• This individual must be able to meet tight deadlines while maintaining high quality and customer service standards.
• strong attention to detail
• ability to interpret policies
• analytical thinking
• Bachelor's Degree
• 1+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Experience working in higher education and using student information systems (e.g., PeopleSoft or LionPATH) is preferred.

Responsibilities

• Oversee all matters pertaining to a graduate student’s academic record from matriculation to graduation.
• Utilize university systems and digital tools to efficiently process a large volume of program requests such as doctoral committee formations, doctoral exams, adding minors and dual-title degrees, leave of absences, letters of certification; ensure specific requirements are met for specialized programs such as Integrated Undergraduate/Graduate and Joint Degree programs; review exception requests.
• Interpret and apply Graduate Council and Fox Graduate School policies and procedures with college program staff, faculty, and students
• Provide information, guidance, and training to program partners
• Collaborate with graduate program staff in colleges to ensure a seamless graduate student record experience; effectively communicate policy updates and process improvements
• Analyze and review graduate student records to confirm eligibility for conferral of degrees; collaborate with the Office of Theses and Dissertations for students that did not meet the final submission deadlines
• Assist with functions pertaining to the Fox Graduate School commencement ceremony
• Work on special projects in support of Graduate Enrollment Services
• Complete other records functions as determined by the Director of Graduate Records

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
• Number of Employees: 5,001-10,000 employees