Student Records and Enrollment Services Specialist - Registrar's Office - 14959
This posting is no longer available.
INTRODUCTION:
The Registrar's Office at the University of Wisconsin-Whitewater is seeking a Student Records and Enrollment Services Specialist (University Services Program Associate).
The Student Records and Enrollment Services Specialist provides service to the academic community and the Office of the Registrar by providing outstanding service to our athletes and students, the campus community, and the public. The Student Records and Enrollment Services Specialist oversees registration, student records systems, athletic academic certification, and processes. The Student Records and Enrollment Services Specialist supervises and trains the Student Records and Enrollment Services student staff. The Student Records and Enrollment Services Specialist develops and coordinates PeopleSoft training for student staff, university/academic staff, and faculty. The Student Records and Enrollment Services Specialist analyzes and updates the processes pertaining to this position for efficiencies. The Student Records and Enrollment Services Specialist reviews and certifies athletes for competition. The Student Records and Enrollment Services Specialist works with other Office of the Registrar’s staff to ensure excellent service to the University community and by performing other duties as assigned. The individual in this position is a member of the Office of the Registrar team and works cooperatively with other office staff to achieve University and Office of the Registrar’s goals. This position reports to the Registrar.
JOB DUTIES:
Coordinate and Maintain registration and student records by: 40%
- Managing and supervising all aspects of student records and registration areas of the Office of the Registrar
- Managing daily operations to ensure a smooth delivery of services
- Analyzing and interpreting workflow to assign work and identify training needs
- Performing and educating staff in all functions pertaining to records maintenance and registration
- Supervising reception area student staff ensuring the smooth operation of student record functions
- Monitoring and performing all grade processing, both end of term and change of grades including incompletes
- Monitoring and processing medical withdrawals, suspensions, expulsions, and standing changes
- Processing specialized registration requests
- Monitoring transcript ordering processes and troubleshooting issues as they arise
- Monitoring and processing transfer credit copy on student records
- Monitoring and processing all registration and policy appeals and withdrawals
- Maintaining strong working knowledge of all university policies, and state and federal regulations
- Presenting training on university systems and procedures to student, staff, and faculty
- Maintaining an operational manual
- Assisting with orientation operations and commencement
- Informing staff and the campus community of procedural and policy changes
- Clarifying and explaining regulation and processes
- Solving multiple problems related to enrollment, grading, and records, where solutions often requires analysis of complex technological systems
- Evaluating current procedures and policies for efficiencies, and develops and implements changes
- Determining and developing procedures and policies for the delivery of the following services: registration, records, grading, enrollment certifications, transcripts, and other public services
- Playing a lead role in planning and implementing of new or updated automated features and applications to the Student Information System
- Developing thorough working knowledge of NCAA, WIAC, and university policies and rules that affect athletic eligibility
- Maintaining communication between the Office of the Registrar, Faculty Athletic Representative, and Athletic department in regards to eligibility issues
- Evaluating and processing NCAA and WIAC Conference athletic eligibility form for all UW Whitewater NCAA division 3 sports
- Evaluating continuing eligibility of returning student – athletes by processing and maintaining degree progress reports, monitoring completion of course work and GPA, and completing eligibility work sheets
- Evaluating and monitoring academic eligibility for transfer student – athletes
- Attending certification meetings with the Registrar, Athletic Department personnel, and Faculty Athletic Representative to provide expertise regarding student athlete eligibility
- Remaining current with and understanding the bylaws of the NCAA, WIAC Conference, UW Whitewater, and with NCAA and WIAC compliance issues, and communicating this knowledge to others as needed
- Making recommendations and implementing changes regarding student – athlete academic program and transfer policies and procedures
- Researching, addressing, solving, and keeping the Registrar informed of pertinent athletic eligibility issues, and provide continuous service for athletic academic eligibility
- Maintaining student – athlete files containing appropriate documentation for initial and continuing eligibility
- Certifying Academic Club Sports eligibility ensuring forms are completed appropriately
- Maintain communications with club representatives and Club Sport personnel regarding forms, procedure, and issues as they arise
- Maintaining an operational manual
- Attending and participating in staff meetings
- Providing excellent service to students, faculty, staff, and all in the University community
- Serving on teams and committees as assigned
- Working cooperatively and positively with other staff members and with the University community
- Attending training and professional development as assigned
- Participating in other projects and duties as assigned
- Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
- Willingness and ability to be an active participant in following applicable safety rules and regulation, including necessary training and drills
MINIMUM QUALIFICATIONS:
- Associate’s degree or three years’ experience in an office environment
- 3 years’ experience in a customer service environment
- Bachelor’s degree relevant to the qualifications and responsibilities described in the position description
- Experience with business process analysis
- Supervisory experience
- Experience working with athletic educational benefits
- Experience in higher education
- Experience with PeopleSoft software
- Strong knowledge of general office policies and procedures
- Experience interpreting, explaining, and applying complex regulations such as FERPA and NCAA regulations
- Demonstrated experience managing and working with software applications such as Microsoft Office
- Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders
- Experience independently solving issues and performing liaison activities in a work setting
- Demonstrated attention to detail and ability to refine processes and procedures
- Demonstrated ability to handle multiple priorities concurrently
- Experience interpreting, applying, and explaining complex information such as regulations, policies, or services
- Experience handling confidential information
- Demonstrated ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously
- Professional demeanor
- Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
- Willingness and ability to be an active participant in following applicable safety rules and regulations, including necessary training and drills
UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.
UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.
SPECIAL NOTES:
UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.
TO ENSURE CONSIDERATION:
Applications received by December 17, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu.
For questions regarding this position, please contact:
Melissa Walton
Search Coordinator
262-472-1385
waltonm@UWW.edu
HOW TO APPLY:
Only complete application packages will be considered. This includes online submission of the following documents:
- Cover Letter/Letter of Interest
- Resume/CV
- Name and contact information for three professional references
Who are you?
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants
Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
Apply Online FAQs