New Student Application and Records Coordinator
Working Title: New Student Application and Records Coordinator Official Title: University Services Program Associate Employment Class: University Staff FTE: 1.0 Compensation: $16.04 - 16.50 per hour FLSA Status: Non-exempt Terms of Employment: 12-month, Continuous Position Summary:
The New Student Application and Records Coordinator position coordinates the preparation of nearly 18,000 application records annually in an office environment that emphasizes timely customer service. There is frequent collaboration and contact with university staff, academic staff, faculty, and administrators. Repeated correspondence with prospective students also occurs.. The position reports to the Director of Admissions and works 40 hours per week.
Major Responsibilities include:
• Create new student records, with a primary responsibility of international applications
• Prepare application and matriculation fee reports (A criminal background check is
required prior to appointment to this position.)
• Evaluate and Interpret PeopleSoft query results
• Evaluate, develop and implement record building processes as required for efficiency,
effectiveness, student information system technology and policy changes
• Responsible for processing daily USPS-delivered application materials, including opening,
sorting and labeling documents.
• Perform and oversee digital file maintenance
• Provide back-up for reception area and perform other duties as assigned
30% Create New Student Records
1. Analyze EPCS (Electronic PeopleSoft Conversion System) electronic application suspense files to determine and fix problems so that files will load appropriately to PeopleSoft. Accurately code applicant information in accordance with established admissions policies and procedures for all applicant types.
2. Load EPCS files into PeopleSoft and create new student application files. Reconcile suspense file and correct errors on applications that appear in file, determine what needs to be done to post application to PeopleSoft.
3. Input application information from all hard copy applications received by Admissions to build new student records.
4. Develop professional communications to be used to obtain outstanding applicant information.
5. Communicate with applicants and/or school officials via mail, e-mail, telephone and in person to clarify or request applicant information.
6. Collaborate with various program directors and their staffs regarding the development and implementation of application processes for targeted student populations (e.g. Accelerated Nursing, the UW Oshkosh CAPP Director, the Youth Options Coordinator in Admissions, the Director of Admissions at Wind River Tribal College, etc.).
7. Input application information in accordance with UW Oshkosh, UW System, and Federal policies and student information system functionality.
8. Determine if application fee is required.
25% Application Process Workflow Auditor
1. Evaluate all applications to determine next step in the workflow process and assure files are forwarded to the proper workflow queues.
2. Demonstrate in-depth understanding of how the Admissions Application process and the PeopleSoft Checklist process are integral and inter-dependent aspects of the application process.
3. Evaluate and interpret People Soft query results to determine steps to be taken on individual applications.
4. Analyze, evaluate, develop and implement application and record-building processes as required for efficiency, effectiveness and student information systems technology and policy changes.
5. Test PeopleSoft, EPCS and Image Now record-building functions as changes/upgrades are made.
6. Process PeopleSoft queries to assure application process is running efficiently.
7. Review and maintain application workflow process to assure efficiency. Meet regularly with the Application Processing Team Leader to discuss new opportunities for increasing workflow efficiency and productivity.
15% Record Maintenance
1. Develop query processes in both Image Now and PeopleSoft to assure student records are sent to their proper place based upon application decision.
2. Interpret and implement Admissions Office records retention policy to determine what should be done with applicant documents.
3. Receive delivered mail/correspondence from prospective applicants, current and past applicants and students and determine appropriate processing for each.
10% Transfer Credit Processor
1. Interpret transcripts to determine transferability of external courses. Update Education panels in PeopleSoft database, recording external courses transferring to UW Oshkosh for new transfer, transfer/reentry and continuing students.
2. Assist in posting transfer course equivalencies into the Course Credits panels in PeopleSoft for all automated course equivalencies. Forward course equivalencies for review to Transfer Counselor if no automated course equivalency exists.
5% Residence for Tuition Purposes
1. Demonstrate an understanding of Wisconsin state statutes regarding residency for tuition purposes.
2. Determine residency for tuition purposes for all incoming applications
5% Process Special Student Applications
1. Have an understanding of admission requirements for Special Student applications.
2. Process Special Student applications received both electronically and via paper forms.
3. Review and determine admission decisions on Special Student applications.
4. Communicate with applicants regarding admission status and need for further information.
5. Work closely with Registrar’s Office to assure Special Student registration appointment and discontinue dates are entered properly.
5% Prepare Application and Matriculation Reports
1. Receive, log, reconcile and deposit application and matriculation fees daily.
2. Determine applicant status as it relates to UW System policy for application fee exemptions and enrollment deposit waivers and matriculate students accordingly in student information system.
3. Prepare and circulate applicant reports for targeted student groups with collaborating offices on campus (e.g. Youth Options summary report to Admissions Coordinator, Student Accounts, University Bookstore, etc.).
4. Process refunds for electronic application through the UW System CashNet system
5% Train and Oversee Support Staff
1. Teach the record-building processes, including PeopleSoft, EPCS and Image Now functions, and related records tasks to LTE, classified staff and student employees.
2. Determine workflow needs and assign tasks accordingly (e.g. imaging of paper documentation supporting electronic applications, review of transcript holding files pertinent to current applications processing, etc.).
3. Monitor and evaluate work of support staff and student employees according to the policies and procedures established by Admissions.
4. Create and present presentation for school counselors to promote use of the electronic application process for CAPP applications.
Qualifications Required: 1. Earned high school diploma or GED/HSED
2. Experience working within a a complex database
3. Experience working with MS Office Suite (Word, Excel, etc)
4. Excellent written and oral communication skills
5. Detail oriented and ability to multi-task
6. Ability to work cooperatively and well with others in a multigenerational and multicultural
7. Demonstrated commitment to diversity, equity, and inclusion. Preferred: 1. Experience working in a university setting.
2. Understanding and experience working with PeopleSoft and ImageNow
3. Familiarity with a Constituent Relationship Management (CRM) system. To Apply:
Applicants must submit the following documents using the online application:
Cover Letter, Resume and 3 professional references
For questions regarding your application and additional options to apply, contact Human Resources at email@example.com or 920-424-1166.
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/ .
TO ENSURE CONSIDERATION: Applications received by Wednesday, April 21, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact firstname.lastname@example.org or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.
CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.
Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/ , or call UWO Police Department, at (920) 424-1212 for a paper copy.
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