Records Specialist III

Department:

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108590

Minimum Requirements:

Bachelor's degree with four (4) years of relevant experience or the equivalent combination of education and experience. Grade 6 (Salaried)

Position Description:

The Registrar's Office at the University of Louisville is hiring a Records Specialist III. The candidate will be responsible for the maintenance of the university curriculum management system.  Coordinate and manage the student program/plan stack in collaboration with all academic units.  Support the Assistant Registrar in managing and executing the Registrar’s Office technical processes each Spring, Summer, and Fall semester.  Oversee and manage the Register Email Service Account.  Manage and process special registrations such as Study Abroad, Learning Communities, and Living Learning Communities.  Resolve complex issues concerning registration and student records problems for students, as well as Offices of Admissions, Bursar, Financial Aid, Institutional Research, Enrollment Management, Unit Advisors, and Dean’s Office representatives. Oversee the coordination and management of the withdrawal certification process in collaboration with the Financial Aid Office and faculty.  Assist in the submission of the NSC enrollment and degree reports and verification of changes from prior NSC submissions.  Serve as a backup to the Project Coordinator in the management of the schedule of classes.

Essential Duties and Responsibilities

• Maintain curriculum management, including course inventory additions and corrections, requisites, class notes, and course description data and advise/provide high level support regarding this information to staff in Dean's and Vice Provost Offices.  Collaborate with the Vice Provost Office to submit tickets and resolve system errors and complete manual updates to the course catalog.  Complete course management inventory and course catalog projects as necessary.  Serve as a back-up to the Associate Registrar on setting up Pseudo Courses in the course inventory for Transfer Services.

• Monitor and update student programs, manage Master of Engineering (MENG) Admits, student plan stacking, term activation, transfer credit, and admissions data and run queries to resolve PeopleSoft issues that affect student records and reporting.  Process changes in majors for students who request to change academic units within the University.

• Assist in updating, and executing the Registrar’s Office processes each Spring, Summer and Fall semester, such as term activation, setting advisor codes, running SQLs, and posting of academic actions.  Assist in the CommGen process by creating and sending email communications to faculty and students.  Also, assist in setting up recurring jobs in PeopleSoft via Process Scheduler to continually update various PeopleSoft fields and student information.

• Manage the Register Email Service Account in resolving complex issues concerning registration and student records problems for students, as well as Offices of Admissions, Bursar, Financial Aid, Institutional Research, Enrollment Management, Unit Advisors, Dean’s Office representatives, and departments across the campus community.

• Collaborate with the Assistant Registrar in the submission of the NSC enrollment and degree reports and verification of changes from prior NSC submissions.  Assist with the resolutions of enrollment and NSLDS SSCR error reports.  Act as Registrar’s Office liaison to the Office of Institutional Research, Analytics, and Decision Support (IRADS) for correction of student and course data for the Council on Post-Secondary Education’s enrollment report and student data files.

• Provide admissions, registration, billing, and grading support for special groups such as Study Abroad,  Learning Communities, Living Learning Communities, and other special registrations.

• Coordinate the Withdrawal Certification process for attendance verification and collaborate with the Financial Aid Office to ensure federal financial aid is applied correctly.

• Collaborate with the Graduate School to process end-of-program discontinuations and complete requests for transfer of credit from previous careers.

• Regularly review and update the process manual to ensure accuracy and relevance to the university’s mission and best practices.

• Serve as a backup to the Scheduling Coordinator in managing the schedule of classes by maintaining and updating changes to the schedule.

Preferred Qualifications

• Five years' related experience. 

• Proficient in MS Outlook, Word, and Excel

• Knowledge of PeopleSoft Campus Solutions

• Experience writing and processing queries

Competencies

• Project Coordinator - organized, task oriented, and ability to follow-up

• Flexible - ability to change directions as needed for the good of the department.

• Work Ethic - motivated, diligent, industrious and persistent in the workplace, stays on tasks to completion, works at fast pace to ensure optimal efficiency

• Teamwork - ability to work with others, serve others, help others, and take directions from others in the interest of moving process and programs forward to the desired outcome

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.