Student Records Specialist

The Rector & Visitors Of The University Of Virginia • Charlottesville, VA

282d • $55,000 - $60,000

About The Position

As a member of the Student Records team, the Student Records Specialist reviews, analyzes, and processes information related to students' academic records within the Office of the University Registrar (UREG), following established guidelines, with limited supervision. They develop and apply detailed knowledge of complex regulations and university policies to maintain student academic records. They provide training, support, and guidance to school and departmental colleagues with decentralized responsibility for student records. They manage complex processes in the Student Information System (SIS), including grading support for instructors throughout the university each term. They work closely with stakeholders in the schools, departments, and administrative units to foster success for students and colleagues alike. Part of the Enrollment Division, UREG advances the university's teaching mission by maintaining the accuracy, integrity, and security of student academic records. It also supports the university's commitment to student excellence by continuously considering the impact of its work on all students and by attentively listening and responding to their needs.

Requirements

• Education: Bachelor's degree, four years of higher education or student records experience may be substituted in lieu of degree.
• Experience: Significant student records experience.
• Licensure: None.

Responsibilities

• Support UREG's commitment to building a culture that is supportive, inclusive, collaborative, high-performing, and healthy for students and colleagues.
• Demonstrate commitment to fostering a collaborative, and fair culture in UREG, Enrollment, and the larger university community.
• Assess every aspect of work to ensure all students and colleagues have opportunities to feel welcomed and supported.
• Collaborate with others in developing and/or modeling practices that encourage a balanced, healthy work life.
• Adopt healthy conflict management practices and encourage others to do likewise.
• Manage and support functional processes related to student academic records in the Student Information System (SIS).
• Support weekly query clean-up and reporting to maintain accuracy of academic records.
• Provide support to team throughout cyclical term activities (e.g., orientation, term activation, enrollment appointment assignment, and term cancellation).
• Process enrollment uploads for schools each term.
• Serve as back-up technical support for orientation SIS setup, enrollment reporting, and academic structure.
• Coordinate and support student record maintenance in SIS.
• Support enrollment processes, including enrollment troubleshooting questions, second career forms, consortium programs, admission revocations (ADRVs), fall admit summer enroll (FASEs), Leaving & Returning to the University, etc.
• Prepare and distribute communications to faculty and schools related to enrollment and grading processes (grading memos, class roster reminders, etc.).
• Work with school registrars to monitor SIS grading queries and update student records and grade rosters accordingly.
• Organize and coordinate term grading support (grade changes, grade roster generation, grade lapse processing, maintain grading support calendar).
• Facilitate and process academic standing requests from schools and other units (Dean's list, suspensions, warning, judicial committee sanctions).
• Process school specific academic warning and suspension notations in SIS.
• Maintain and update eForm approver lists in SIS.
• Support UREG team in providing high quality services to students, families, and the university community.
• Respond to inquiries from students, families, and university colleagues professionally with compassion and a willingness to help them navigate the complex processes of a large research university.
• Collaborate with colleagues to improve processes in areas that overlap with student records.
• Refer queries appropriately and professionally to team members in UREG, Enrollment, and other offices at the university.
• Responsibilities may be revised to support UREG, Enrollment, and the University community.

Benefits

• The anticipated salary range for this position is $55,000-60,000, commensurate with qualifications and experience.
• This is primarily a sedentary job involving extensive use of desktop computers.
• The job does occasionally require traveling some distance to attend meetings, and programs.
• For the first three months, this is an in person position M-F after which some hybrid flexibility is possible with weekly in-person presence required.
• This is an Exempt level, benefited position.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree