The Records & Enrollment Specialist resides with the Records & Enrollment unit in the Office of the Registrar (OTR). This position is responsible for:
Managing and maintaining student records data for degree-seeking students to ensure successful and timely degree completion and accuracy of the student record.
Records creation and enrollment for non-degree seeking students.
Verifying eligibility for advanced status enrollments.
Processing transfer credit for graduate education students.
Managing the review and evaluation of graduate degree applicants’ records on the Twin Cities & Duluth campuses to determine eligibility and certify degree completion (in compliance with standards set by University policy).
Reviewing and authorizing exceptions to the graduate degree audit.
This position has the authority to apply independent discretion and professional judgment without supervisor approval in a variety of situations including, policy interpretation and issue resolution. They work in collaboration with the Graduate Student Services and Progress unit in One Stop and other offices to coordinate necessary communications to students, staff, and faculty regarding graduate degree progress.
As this position relies heavily on the ability to independently interpret student degree progress and clearance data, manage records, and document and improve processes, it is essential that they 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), Jadu, WorkflowGen, Microsoft Office suite, Document Management software, Google applications, and Constituent Relationship Management (CRM) software.
Academic Support Resources supports hybrid andflexible working arrangements. Work arrangements are determined in coordination with supervisors depending on the nature of the unit and position. The arrangement for this position will be determined upon hire between employee and supervisor.
Academic Records Management (40%)
Counsel and advise collegiate advising and student services staff on records related issues.
Work in collaboration with collegiate units to manage and maintain accurate student records.
Navigate various records systems (e.g., SIS, document management system, archived records) to respond to various collegiate and student inquiries.
Graduate education records management
Review Graduate Degree Plans and Graduate Degree Audits to ensure compliance with University graduate education policies, including management of course exceptions, petitions, and full-time equivalencies.
Ensure accuracy of all graduate education student record milestone data. This work includes the management of online workflow requests (e.g., authorizing doctoral prelim and final defenses), documents submitted to Graduate Student Services and Progress throughout the students’ career, and management of tertiary systems (e.g., ProQuest).
Manage the submission, review, and approval of electronic theses and dissertations.
Serve as a second tier of customer support for graduate education related inquiries. Collaborate with Graduate Student Services and Progress and GPAS analysts to solve complex policy and system problems.
Professional education records management
Provide support for professional education (e.g., Law School, Medical School, etc.) units for records corrections, updates, and process maintenance.
Degree clearance and posting
Responsible for the review and posting of degrees at the professional education level.
Evaluate graduate education degree applicants’ records to determine their eligibility to graduate (in compliance with standards set by University policy) to include:
Run monthly queries to identify the degree applicant pool.
Evaluate candidate eligibility and manage PeopleSoft data.
Enrollment & Transfer Credit Management (30%)
Third repeat exception petitions
Review petitions and enroll students who have been approved for a third registration attempt.
Support non-degree enrollment for undergraduate and graduate-level students, including record set-up, enrollment, appropriate tuition attribution, and related communication with students, departments, and others.
Advanced standing registration
Review applications for advanced standing for master’s level students, approve eligibility to enroll, and update student records to facilitate enrollment.
Facilitate the award of graduate education transfer credit in coordination with departmental, collegiate, and Graduate School Admissions contacts.
Review transfer coursework to verify eligibility based on University policy and standards.
Work in collaboration with the Senior Records & Enrollment Specialists to facilitate transfer of University of Minnesota credit between career levels.
Graduate Planning & Audit System (GPAS) (20%)
Review, interpret, and authorize exceptions to the Academic Advisement audit.
Communicate with graduate program staff to ensure that University and programmatic requirements are in alignment with University standards.
Work in conjunction with the GPAS analyst team to onboard colleges to Academic Advisement.
Provide support to graduate program staff through ad hoc, in-person training.
Provide ongoing support to graduate program staff.
Maintain in-depth knowledge of the GPAS system and have the ability to troubleshoot and explain complex processes in a way that’s relatable to program staff.
Compliance & Data Quality (10%)
Advise staff on policy and policy interpretation as it relates to advanced standing status, credit usage and transfer, and degree progress and completion for undergraduate, graduate and professional students.
At the direction of the Senior Records & Enrollment Specialist, review data integrity queries and adjust/correct student records data as needed.
BA/BS degree plus at least two years of experience, or a combination of education and relevant work experience to equal at least six years.
Demonstrated experience with customer service to total 2 years.
Familiarity working in a higher education setting and with policies and procedures.
Experience working with student information systems, constituent relationship management systems (CRM), and document management systems.
Excellent communication skills; must be able to initiate and answer correspondence from faculty, staff, and students.
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.