Academic Records Coordinator - Job Code 1897 (Program/Project Specialist)
Hiring Salary Range: $45,000-$50,000
The Academic Records Coordinator in the Office of the Registrar is responsible for coordinating a variety of high-level records maintenance activities and retention efforts. The Academic Records Coordinator manages all aspects of the production and mailing of original diplomas and certificates awarded at the University of Minnesota. The Academic Records Coordinator is also responsible for training staff involved in diploma production and customer service. This includes determining and updating the schedule of degree processing dates, staff signatures and titles, and the physical and digital archive of diplomas.
The Academic Records Coordinator works with ASR’s Student Degree Progress team to meet University graduation rate and retention goals by evaluating requests from students to change their expected graduation term, and serving on the ASR Completion Funds Committee. This position works directly with students to advise and troubleshoot a variety of issues that may keep the student from completing their degree at the UniversityThe Academic Records Coordinator is also responsible for enrollment and registration functions that require in-depth knowledge of systems and University processes and policy in order to complete.
As this position relies heavily on the ability to properly manage a large amount of data and improve processes, it is essential that the Coordinator be technology savvy and comfortable working with a variety of systems, which include (but are not limited to) PeopleSoft Campus Solutions (including the use of queries), Workflow Gen, APLUS, APAS, Microsoft Excel, Salesforce CRM, Document Imaging tools, and Google applications.
Diploma and Certificate Management (40%)
Diploma Production and Degree Data Quality Assurance:
Coordinate the weekly production of all original diplomas and certificates for the University of Minnesota, including all system campuses by running reports from PeopleSoft and formatting the spreadsheets to meet the requirements from University Printing Services.
Verify degree data on conferral reports for all campuses to ensure diplomas produced are accurate and ensure the accuracy of student records in PeopleSoft.
Analyze weekly query outputs to review for errors in the degree posting process in PeopleSoft.
Use PeopleSoft Query Based Update Tool to add PeopleSoft checklists to diploma order status in batch, streamlining customer service, and providing transparency of diploma status to students and University staff system-wide.
Organize and train staff required to stuff diplomas in envelopes for mailing to include implementing quality assurance standards for diplomas and organizing diplomas with special processing needs.
Diploma Process Management
Determine and maintain a schedule of deadlines for degree clearances from collegiate units for all University of Minnesota degrees and maintain information on the ASR and One Stop websites.
Maintain system to ensure the accuracy of senior University leadership signatures included on diplomas for all campuses.
Manage and organize training for the Office of the Registrar, One Stop Student Services, and relevant system-wide staff, including collegiate units on the Twin Cities Campus.
Develop and maintain process guides for all diploma processes, including order production, quality assurance, technical troubleshooting, and customer service.
Diploma Data and Archive Management:
Develop and maintain diploma statistics and reports for ASR leadership.
Create and maintain historical database of diploma examples, including senior leaders’ signatures, for verifying authenticity of credentials for background and educational records checks.
Oversee the physical archive for all printed University diplomas that are unclaimed or not distributed due to holds.
Develop and maintain a digital record of the physical archive system using Salesforce CRM and PeopleSoft checklists.
Oversee outreach process to former students who have unclaimed diplomas still in our physical archive.
Serve as primary resource for diploma related questions from OTR Customer Relations Representatives (CRR).
Student Degree Progress Support (30%)
Support graduation and retention rate objectives by evaluating requests from students and academic advisors to change expected graduation terms.
Utilize APAS, APLUS, Peoplesoft, Salesforce and other campus technologies to evaluate student intentions and plans.
Advise students on academic program policies and advise students in addressing academic problems, making educational choices through weighing different options.
Counsel and provide referrals to students on social, emotional, financial, personal, problems related to completing their degree.
Delegate approved requests to student workers for processing.
Refer candidates for discussion in the Completion Funds Committee.
Act as a liaison between students and University officials.
Represent the Office of the Registrar on the Academic Support Resources Completion Funds Committee.
Work with a committee representing all ASR units to grant completion funds for nominated students and develop options and plans for nominated students.
Evaluate student situations in accordance with University student records policy and serve as the expert on the committee for student records issues.
Enrollment and Registration Support (15%)
Provide enrollment and registration support to collegiate units who manage their students’ registration to correct errors using batch processing tools.
Evaluate requests from colleges and students for inter-university credit transfers between career levels including undergraduate, graduate, professional, and non-degree programs; update student records as appropriate.
Coordinate Multi-Institutional Registration for Twin Cities students visiting other University of Minnesota campuses.
Implement queries to ensure quality assurance regarding Multi-I enrollments.
Serve as a representative for the Office of the Registrar on the Multi-Institutional work group and collaborate with colleagues at system campuses.
Oversee the Big 10 Academic Alliance CourseShare registration; work with key University contacts to refine and improve the registration experience for CourseShare students.
Coordinate non-degree registration for special populations and circumstances including batch registration.
Academic Records Support (15%)
Provide support to collegiate units for record corrections, updates, and process maintenance.
Provide support in various student records related functions--bracketing of repeated courses, student group entries, diploma quality assurance and mailing, address changes, and student judicial hold messages for the Office of Community Standards.
Run queries and analyze/interpret data to maintain the integrity of the academic record. Work with staff to execute updates that include, but are not limited to:
Verification of effective dates
Analysis of student attributes
Evaluating plan sequences
Splitting multiple degree plans into separate career numbers
Verification of expected grad terms and/or degree checkout statuses
Diploma and degree award processes
This AFSCME Clerical bargaining unit position offers the following benefits:
MN State Retirement System (MSRS) pension plan - tax deferred.
13 paid vacation days per year (starting accrual rate), in addition to 13 paid sick days and 11 paid holidays.
Reduced tuition opportunities covering 75% - 100% of eligible tuition.
Excellent and affordable health care benefits.
Wellness program with opportunity to earn lower health care rates.
Free basic life insurance benefit (115% base salary, $200,000 maximum).
*Some benefits depend on percent-time appointment.
ESSENTIAL (REQUIRED) QUALIFICATIONS:
High School Diploma/GED and five years of related progressively more responsible office/administrative experience. Training/education may be substituted for some of the years of experience.
Experience with Microsoft Office (Word, Excel) and Google Office Suite (Gmail, Calendar, Drive). In order to be considered for this position, applicants must document experience with these technologies on their applications/resumes.
Prior experience in a registrar’s or student services office
Demonstrated experience with customer service to total 2 years.
Must be able to use professional judgment to solve problems related to each function, while independently resolving problems and making recommendations.
Proven excellent communication and customer service skills; must be able to initiate and answer correspondence from faculty, staff, and students.
Proven ability to interpret and follow general guidelines and establish priorities.
Proven ability to consult with and/or advise students on records, registration, certification, or related problems.
Demonstrated success in working in a team setting; ability to work individually and collaboratively.
Familiarity working in a higher education setting and experience working with policies and procedures.
Experience working with records databases and document management systems.
Commitment to the mission of Academic Support Resources and a diverse and inclusive work environment.
Internal Number: 327869
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.