Academic Administration and Student Records Manager - Registrar

Scheduled Hours

37.5

Position Summary

The Arts & Sciences Academic Administration and Student Records Manager is part of the Academic Administration and Student Records Team, supporting daily course and student records tasks and communications. This position plays a critical role in ensuring day-to-day academic administration and student records operations in Arts & Sciences, the largest academic division at WashU in St. Louis. The manager’s primary responsibility is to ensure the integrity, accuracy, and security of confidential academic records while providing superior customer service to students, faculty, and staff. The manager works closely with the other team members on the Arts & Sciences Academic Administration and Student Records Team to provide effective and timely information and support to students, faculty, staff, and administration in Arts & Sciences and throughout the University. Areas for support and systems used may expand or change as the role develops.

Job Description

Student Records

• Create, coordinate, and manage accurate student records data (undergraduate and graduate) in the student information system, including managing student records updates according to be practices and school and University policy (including registration and degree requirement changes and student program updates such as drops, adds, withdrawals, overrides, independent studies, demographic and interdivisional information, etc.). 

• Assist Arts & Sciences Academic Administration and Student Records team members with tasks, such as evaluating, updating, and managing all information related to student academic records, including the administrative registration of students in special and/or problematic situations, report data preparation and retrieval, etc.

• Evaluate and process grade changes, and support faculty in the posting of grades/grade changes. 

• Audit and verify student academic records for compliance with Arts & Sciences policies.

• Maintain student electronic document files stored outside the student information system, including uploads, policy implementation, process ownership, and document verification.

 

Course Records

• Maintain integrity of Arts & Sciences departmental course records, including regularly auditing courses across all departments to ensure adherence with policies and procedures.

• Manage course section records and term-based scheduling details for Arts & Sciences courses, ensuring compliance with scheduling, curriculum, and room usage guidelines and policies..

• Oversee course section encoding, including pre- and co-requisite settings, clustered sections, course section overlaps, and enrollment caps, to achieve desired registration outcomes.

• Support registration activity for students in school and department programs and for school and department course offerings according to system deadlines and relevant policies.

• Work with special programs within the College Office to support course registration and records.

• Provide support to Arts & Sciences Curriculum Committee and the Office of Graduate Studies Advisory Council.

• Coordinate with the Office of the University Registrar to align with production calendars; maintain configurations appropriately; ensure faculty-approved curriculum updates, such as new courses and academic requirements, are encoded accurately and effectively in Workday; and ensure student registration access is properly configured.

• Address support requests and inquiries from instructors, students, and campus partners, including investigating and escalating them as necessary and in alignment with school protocols and the Office of the University Registrar and Workday Student Support Team support model.

• Educate departments on functionality within Workday.

• Provide support to Arts & Sciences Curriculum Committee and the Office of Graduate Studies Advisory Council.

Student Progress

• Create and provide documentation and reports for issues related to academic progress/probation, financial aid and billing, etc. 

• Audit student records for registration accuracy and compliance, satisfactory academic progress, etc.

• Provide verifications for enrollments, degrees earned, academic standing, and other official student and course-based reports.

• Assist with the process to post test and transfer credits to student records.

• Monitor student records to ensure compliance with academic regulations and program requirements for graduation.

• Review student degree progress as well as program of study and academic records statuses to ensure academic requirements are accurate, reviewing, routing, and/or recording approved exceptions promptly and accurately in Workday.

• Ensure that eligible students receive information about applying for program completion, expected program completion dates are maintained properly, and academic standing records are updated appropriately and in a timely manner.

• Support the recording of test and transfer credit, accomplishments, practical learning activities, and test achievements as necessary for school and department program requirements.

• Ensure relevant student records documents are recorded appropriately in KnowledgeLake, either by filing directly or supporting school partners to follow appropriate processes.

• Educate departments on functionality within Workday and advise on how best to personalize for the needs of their department.

Graduation Certification

• Ensure accurate degree records through updates to, and verification of, student records, including ensuring accurate Integrations and programs of study and applying overrides as needed.

• Support the graduation process by reviewing Applications for Program Completion, identifying honors candidates, etc.

• Track Application for Program Completion submissions.

• Coordinate degree checkout with the Office of the University Registrar, verifying academic requirements and updating student records statuses to ensure degree conferral is accurate.

• Engage relevant school and department officials to verify academic policy application, exceptions, and/or requirements completion and that any relevant administrative or advising notes are recorded in Workday.

• Assist the Arts & Sciences Academic Administration and Student Records Team in resolving problems with graduating students.

• Generate reports for the Arts & Sciences Academic Administration and Student Records Team and the school’s associate deans.

• Proofread degree list and awards list.

• Assist with the undergraduate recognition ceremony and the graduate hooding ceremony.

• Assist with the audit of student academic records and communication with students in preparation for graduation.

• Support Arts & Sciences Academic Administration and Student Records team members and the posting Latin and College honors to student records.

• Add overrides for approved exceptions to students’ records (course or integration).

• Advise students, faculty, and staff on academic rules and degree requirements.

Policy Compliance

• Serve as a source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff throughout all Arts & Sciences departments.

• Enforce compliance for all federal and state regulations on records, reporting, and documentation as well as accreditation requirements.

• Coordinate, as appropriate, with internal partners, such as admissions, advising, dean’s office/academic policy officials, and other university partners.

• Serve as a liaison with the Office of the University Registrar, the Workday Student Support Team, the Provost’s Office, Student Financial Services, and relevant Student Affairs team members in order to comply with registration deadlines, Commencement deadlines, and general Student Academic Affairs policies.

• Work with the Office for International Students and Scholars to ensure students with visas maintain compliance with federal regulations.

 

Technology

• Engage with university and school technical support teams to ensure the needs of the school are represented regarding student and course records.

• Ensure school partners are apprised of any relevant university technology initiatives, needs, and changes.

Data

• Support university data governance efforts to maintain and use student information accurately and appropriately.

• Ensure student records practices align with FERPA and university policy.

Other Administrative

• Assist with miscellaneous meetings, mailings, and other duties as assigned.

• Respond to miscellaneous questions and requests from students, administrators, faculty, staff, and alumni. 

 

Other duties as assigned.

 

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

• Repetitive wrist, hand or finger movement.

• Ability to move to on and off-campus locations.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (1 Year)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Required Qualifications:

• Experience working with confidential information.

Preferred Qualifications:

• Three years of experience in office work – preferably in higher education.

• Experience with working with student records and databases.

• Experience with Microsoft Access.

• Experience with WashU student record and reporting systems and databases.

• Positive attitude on any task.

• Strong analytical and problem-solving skills, including thinking flexibly and being able to adapt to change/new procedures when needed to increase efficiencies, etc.

• The Academic Administration and Student Records Manager is responsible for confidential information that pertains to meetings, conversations, and student records. As such, the employee must be discreet and must maintain confidentiality as appropriate.

• Exercise good judgment regarding priorities and critical nature of jobs.

• Reliable and efficient work with an honest work ethic.

• Understand how individual tasks are interrelated and all impact the big picture and overall
  goals of Arts & Sciences.

• Skills and knowledge of systems/technology/programs’ processes with the mindset and logic to process it thoroughly and with attention to detail.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Adaptability, Analytical Thinking, Confidential Data Handling, Customer Service, Data Entry, Deadline Management, Detail-Oriented, Family Educational Rights And Privacy Act (FERPA), Microsoft Access, Microsoft Excel, Microsoft Office, Oral Communications, Policies & Procedures, Problem Solving, Student Information Systems, Student Support Services, Teamwork, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.