Job Responsibilities
The Student Services Program Coordinator II serves as the Academic Records Coordinator for the Registrar's Office and manages complex grade- and registration-related functions that directly impact student academic records. This position collaborates with faculty, staff, and leadership across Student Services, the Division of Education, and Finance to resolve time-sensitive issues related to registration, grading, billing, residency, financial aid, academic appeals, and student records while…
ensuring accuracy, compliance, and exceptional customer service.
Key responsibilities include:
- Manage all grade-related activities for academic terms, including grade audits, grade changes, grade reporting for special student populations, academic standing updates, and resolution of grade discrepancies. Advise faculty, staff, and students regarding grading policies, procedures, GPA calculations, grade scales, and related processes.
- Manage registration-related activities, including processing approved late additions, drops, withdrawals, and reinstatements. Resolve registration issues, assess registration status, verify record accuracy, and ensure compliance with institutional procedures.
- Review academic records, transcripts, and supporting documentation to evaluate prerequisite requirements and manage the requisite waiver process for degree-seeking students.
- Analyze and correct student record discrepancies to ensure accurate tuition assessment, financial aid processing, registration activity, and maintenance of academic records.
- Develop and deliver training opportunities for faculty and staff related to grading and registration processes. Serve as a subject matter expert for Registrar's Office policies, procedures, and best practices.
- Research system resources and identify solutions to support efficient operations, process improvements, and effective resolution of complex student record issues.
- Assist with the design, development, implementation, and communication of policies and procedures related to registration, grading, and academic records management.
- Provide customer service support through the front counter, phone, email, and other communication channels. Participate in professional development opportunities, institutional committees, and continuous improvement initiatives.
- Perform other duties as assigned.
Minimum and Additional Requirements
This position requires a bachelor's degree and experience in student services programs.
Preferred Qualifications
- Master's degree in higher education or a related field.
- Knowledge of the goals, mission, and purpose of a Registrar's Office and academic records management functions
- Experience with registration processes, grading activities, academic records, residency determinations, and student information systems.
- Experience using Ellucian Colleague, Etrieve, Power BI, Adobe Acrobat, Microsoft Office, or similar technology.
- Excellent written, verbal, interpersonal, and time management skills.
- Ability to establish and maintain effective working relationships with faculty, administrators, staff, students, parents, and community stakeholders.
- Knowledge of FERPA requirements and the ability to maintain confidentiality and exercise sound judgment when handling sensitive student information.
- Ability to work independently and collaboratively while managing multiple priorities in a fast-paced environment.
- Strong critical thinking, analytical, and problem-solving skills with the ability to make decisions affecting academic records and student outcomes.
Additional Comments
Occasional additional hours during peak registration and as requested by the Associate Registrar, as well as occasional travel for professional development opportunities, may be required.