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Student Records and Enrollment Services Specialist - Registrar - 17589

University of Wisconsin-Whitewater
Wisconsin, United States
Salary Not Specified
Posted date
Oct 21, 2021

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Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs, Student Activities & Services
Salary Band
Not specified
Employment Type
Full Time
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The Department of the Registrar at the University of Wisconsin - Whitewater seeks a Student Records and Enrollment Services Specialist ( Student Services Spec, T26DN).

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, your mapped job title is: Student Records & Curricular Specialist I (AE104). Job duties and responsibilities will remain the same. This job title will go into effect November 7, 2021. For more information contact your supervisor or please visit: .

This will be a fixed-term annual appointment and reappointment for subsequent terms is dependent upon needs of the position, university funding and external forces.


The Student Records and Enrollment Services Specialist provides service to the academic community and the Office of the Registrar by providing outstanding service to our athletes and students, the campus community, and the public. The Student Records and Enrollment Services Specialist oversees registration, student records systems, athletic academic certification, and processes. The Student Records and Enrollment Services Specialist supervises and trains the Student Records and Enrollment Services student staff. The Student Records and Enrollment Services Specialist develops and coordinates PeopleSoft training for student staff, university/academic staff, and faculty. The Student Records and Enrollment Services Specialist analyzes and updates the processes pertaining to this position for efficiencies. The Student Records and Enrollment Services Specialist reviews and certifies athletes for competition. The Student Records and Enrollment Services Specialist works with other Office of the Registrar’s staff to ensure excellent service to the University community and by performing other duties as assigned. The individual in this position is a member of the Office of the Registrar team and works cooperatively with other office staff to achieve University and Office of the Registrar’s goals.

This position reports to the Registrar.


Minimum Qualifications:
  • Bachelor's Degree or five years of relevant experience
  • Three years customer service and office support function experience
  • Demonstrated experience managing and working with software applications such as Microsoft Office
  • Experience handling confidential information
Desired Characteristics:
  • Experience with business process analysis
  • Supervisory experience
  • Experience working with athletic educational benefits
  • Experience in higher education
  • Experience with PeopleSoft software
  • Experience interpreting, explaining, and applying complex regulations such as FERPA and NCAA regulations
Knowledge, Skills, and Abilities:
  • Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders
  • Strong knowledge of general office policies and procedures
  • Demonstrated attention to detail and ability to refine processes and procedures
  • Demonstrated ability to handle multiple priorities concurrently
  • Demonstrated ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously
  • Experience independently solving issues and performing liaison activities in a work setting
  • Experience interpreting, applying, and explaining complex information such as regulations, policies, or services
  • Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
  • Willingness and ability to be an active participant in following applicable safety rules and regulation, including necessary training and drills.

40% A. Coordinate and Maintain registration and student records by:
  1. Managing and supervising all aspects of student records and registration areas of the Office of the Registrar.
  2. Managing daily operations to ensure a smooth delivery of services.
  3. Analyzing and interpreting workflow to assign work and identify training needs.
  4. Performing and educating staff in all functions pertaining to records maintenance and registration.
  5. Supervising student staff ensuring the smooth operation of student record functions.
  6. Monitoring and performing all grade processing, both end of term and change of grades including incompletes.
  7. Monitoring and processing medical withdrawals, suspensions, expulsions, and standing changes.
  8. Processing specialized registration requests.
  9. Monitoring transcript ordering processes and troubleshooting issues as they arise.
  10. Monitoring and processing internal transfer credit copy on student records.
  11. Monitoring and processing all registration and policy appeals and withdrawals.
  12. Maintaining strong working knowledge of all university policies, and state and federal regulations.
  13. Presenting training on university systems and procedures to student, staff, and faculty.
  14. Maintaining an operational manual.
  15. Assisting with orientation operations and commencement.
20% B. Analyze and solve issues related to registration and student records by:
  1. Informing staff and the campus community of procedural and policy changes.
  2. Clarifying and explaining regulation and processes.
  3. Solving issues related to enrollment, grading, and records, where solutions often requires analysis of complex technological systems.
  4. Evaluating current procedures and policies for efficiencies, and develops and implements changes.
  5. Determining and developing procedures and policies for the delivery of the following services: registration, records, grading, enrollment certifications, transcripts, and other public services.
  6. Playing a lead role in planning and implementing of new or updated automated features and applications to the Student Information System.

30% C. Provide educational certifying services to our student athletes by:
  1. Developing thorough working knowledge of NCAA, WIAC, and university policies and rules that affect athletic eligibility.
  2. Maintaining communication between the Office of the Registrar, Faculty Athletic Representative, and Athletic department in regards to eligibility issues.
  3. Evaluating and processing NCAA and WIAC Conference athletic eligibility form for all UW Whitewater NCAA division 3 sports.
  4. Evaluating continuing eligibility of returning student – athletes by processing and maintaining degree progress reports, monitoring completion of course work and GPA, and completing eligibility work sheets.
  5. Evaluating and monitoring academic eligibility for transfer student – athletes.
  6. Attending certification meetings with the Registrar, Athletic Department personnel, and Faculty Athletic Representative to provide expertise regarding student athlete eligibility.
  7. Remaining current with and understanding the bylaws of the NCAA, WIAC Conference, UW Whitewater, and with NCAA and WIAC compliance issues, and communicating this knowledge to others as needed.
  8. Making recommendations and implementing changes regarding student – athlete academic program and transfer policies and procedures.
  9. Researching, addressing, solving, and keeping the Registrar informed of pertinent athletic eligibility issues, and provide continuous service for athletic academic eligibility.
  10. Maintaining student – athlete files containing appropriate documentation for initial and continuing eligibility.
  11. Certifying Academic Club Sports eligibility ensuring forms are completed appropriately.
  12. Maintain communications with club representatives and Club Sport personnel regarding forms, procedure, and issues as they arise.
  13. Maintaining an operational manual.
10% D. Support the morale and efficiency of the Office of the Registrar by:
  1. Attending and participating in staff meetings.
  2. Providing excellent service to students, faculty, staff, and all in the University community.
  3. Serving on teams and committees as assigned.
  4. Working cooperatively and positively with other staff members and with the University community.
  5. Attending training and professional development as assigned.
  6. Participating in other projects and duties as assigned.

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in Wisconsin’s public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.

UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.


The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System ( ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure .


UW-Whitewater embraces AAC&U’s LEAP principles ( ) and emphasizes student, staff and faculty participation in High-Impact Practices ( ). The Office of Research and Sponsored Programs ( ) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys ( ).


The University of Wisconsin-Whitewater 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. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

The University of Wisconsin - Whitewater has the authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 Crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW-Whitewater policy and procedure.


Applications received by November 3, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or .

For questions regarding this position, please contact:
Heather Chermak


Only complete application packages will be considered. This includes online submission of the following documents:
  • Cover Letter
  • Resume
  • Name and contact information for three professional references
This Job ID is 17589.

Application Link : click here and type in the Job ID: Application

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