Academic Records Coordinator - $46,000 - $51,000 DOQ
The Academic Records Coordinator in the Office of the Registrar (OTR) is responsible for coordinating a variety of high-level records maintenance activities and retention efforts and serving as a subject matter expert in the areas of registration, graduate education records, and Graduate Planning and Audit System (GPAS). The Academic Records Coordinator also serves as a liaison to units internal and external to the Office of the Registrar and Academic Support Resources, including (but not limited to) OTR Quality Assurance team, Graduate Student Services and Progress, Graduate Program Coordinator’s Network, College Advisory Group, and degree audit teams. In this liaison role, the Academic Records Coordinator manages the flow of communication between these groups and OTR (or OTR units), provides subject matter expertise where needed, and works with the OTR management team to recommend and oversee process improvements/implementation.
The Academic Records Coordinator has the ability to serve as a project lead or member for projects in and outside of their subject matters. Projects may range from implementing internal (to OTR) process improvements to leading ASR-driven initiatives to participation in University-wide projects. In addition to the subject matter expertise and project roles, the Academic Coordinator is also responsible for day-to-day academic records support and serving as a team lead for graduate education records. In this role, they serve as a back-up the Academic Records Specialists in the areas of registration, degree clearance and posting, and records maintenance.
Liaison, Outreach & Committees (30%)
Serve as a liaison to units internal and external to the Office of the Registrar and Academic Support Resources including, but not limited to:
Office of the Registrar - Quality Assurance (QA)
Manage the distribution and oversight of data cleanup queries at the direction of the QA team.
Look for and address any trends in data inconsistencies.
Manage the process to update incoming graduate education records with degree progress milestones (i.e., 0800/0804 milestone batch add).
Graduate Student Services and Progress
Serve as a point of contact for questions and/or issues that need to be escalated and work with the Associate Director as needed to address issues.
Graduate Program Coordinators Network & College Advisory Group
Serve as the representative for graduate education records at monthly meetings.
Bring records issues or concerns to each group and take feedback to OTR and the Associate Director as appropriate.
Graduate Planning and Audit System (GPAS)
Partner with the GPAS business analysts to onboard colleges and train collegiate and program staff.
Address training issues as needed and look for opportunities to develop new training options.
Manage the flow of communication between groups/units.
Lead outreach efforts to collegiate units to share information, gather feedback, and work towards process improvements that enhance the student experience.
Represent the Office of the Registrar, Academic Support Resources, and the University at meetings such as the Registrar’s Advisory Committee, Graduate Program Coordinator Network, GPAS User Group, etc.
Project Management/Leadership (30%)
Lead and/or participate in projects ranging from implementing internal (to OTR) process improvements to leading ASR-driven initiatives to participation in University-wide projects.
Responsible for the design, development, and implementation to ensure the outcomes meet the needs of all stakeholders.
Facilitate enhancements and changes to improve the student experience and support student success.
Serve as a member of University-wide projects that involve student records issues using subject matter expertise to develop/recommend solutions.
Work collaboratively across ASR, collegiate, and University units.
Serve as a communication channel between project team and OTR management.
Subject Matter Expertise Oversight/Graduate Education Records Team Lead (30%)
Subject Matter Expertise
Serve as the subject matter expert and resource for OTR, Academic Support Resources, and other University stakeholders in one or more of the following areas:
Advanced standing registration for eligible graduate students
Graduate education records
Understand the relationship between graduate education policy and impacts to the student record and interpret and advise on graduate education policy issues.
Understand GPAS functionality including exceptions and transfer credit modules.
Work with business analysts to develop and/or enhance reporting out of GPAS.
Understand the structure of graduate education and nuances between graduate research and graduate professional programs.
Maintain business process documentation and review business processes with the OTR management team to improve efficiency and quality and recommend changes as needed.
Counsel and advise University staff as a contact for third tier customer service inquiries.
Interpret and provide consultation to OTR staff for record disputes, record corrections, updates, and process maintenance.
Graduate Education Records Team Lead
Serve as the liaison between members of the team, GSSP and the Associate Director in the Office of the Registrar.
Assist with oversight of daily work and managing work queues especially during busy degree clearance months.
Review level (i.e., career to career) transfer requests for accuracy and completeness and work with the Academic Records Coordinator to facilitate processing.
Academic Records Support (10%)
Provide assistance and support to the Academic Records Specialists in one or more of the following areas:
Process requests for graduate non-degree and undergraduate term activations.
Graduate registration exceptions
Review and process registration cancel/add and grading basis exceptions for graduate education students through the Graduate Registration Exception workflow.
Degree clearance and posting
Assist the graduate education records team with monthly reviews of student records and post degrees as needed.
Assist with updating graduate student record milestone information based on degree progress and completion requirements.
**This AFSCME Clerical 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.
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).
Prior experience in a Registrar’s or student services office.
Demonstrated experience with customer service to total 2 years.
Familiarity with the graduate education structure at the University and graduate education policies.
Must be able to use professional judgment to solve problems related to each function, and independently resolve problems and make 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 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 environment.
Internal Number: 331644
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.