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.
- Bachelor's Degree or five years of relevant experience
- Three years customer service and office support function
- Demonstrated experience managing and working with software
applications such as Microsoft Office
- Experience handling confidential information
Knowledge, Skills, and Abilities:
- 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
40% A. Coordinate and Maintain registration and student records
- Strong interpersonal and written communication skills;
demonstrated ability to interact effectively with a wide range of
- 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
- 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.
20% B. Analyze and solve issues related to registration and
student records by:
- Managing and supervising all aspects of student records and
registration areas of the Office of the Registrar.
- Managing daily operations to ensure a smooth delivery of
- Analyzing and interpreting workflow to assign work and identify
- Performing and educating staff in all functions pertaining to
records maintenance and registration.
- Supervising student staff ensuring the smooth operation of
student record functions.
- Monitoring and performing all grade processing, both end of
term and change of grades including incompletes.
- Monitoring and processing medical withdrawals, suspensions,
expulsions, and standing changes.
- Processing specialized registration requests.
- Monitoring transcript ordering processes and troubleshooting
issues as they arise.
- Monitoring and processing internal transfer credit copy on
- Monitoring and processing all registration and policy appeals
- Maintaining strong working knowledge of all university
policies, and state and federal regulations.
- Presenting training on university systems and procedures to
student, staff, and faculty.
- Maintaining an operational manual.
- Assisting with orientation operations and commencement.
30% C. Provide educational certifying services to our student
- Informing staff and the campus community of procedural and
- Clarifying and explaining regulation and processes.
- Solving issues related to enrollment, grading, and records,
where solutions often requires analysis of complex technological
- Evaluating current procedures and policies for efficiencies,
and develops and implements changes.
- Determining and developing procedures and policies for the
delivery of the following services: registration, records, grading,
enrollment certifications, transcripts, and other public
- Playing a lead role in planning and implementing of new or
updated automated features and applications to the Student
10% D. Support the morale and efficiency of the Office of the
- Developing thorough working knowledge of NCAA, WIAC, and
university policies and rules that affect athletic
- Maintaining communication between the Office of the Registrar,
Faculty Athletic Representative, and Athletic department in regards
to eligibility issues.
- Evaluating and processing NCAA and WIAC Conference athletic
eligibility form for all UW Whitewater NCAA division 3 sports.
- 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.
- Evaluating and monitoring academic eligibility for transfer
student – athletes.
- Attending certification meetings with the Registrar, Athletic
Department personnel, and Faculty Athletic Representative to
provide expertise regarding student athlete eligibility.
- 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
- Making recommendations and implementing changes regarding
student – athlete academic program and transfer policies and
- Researching, addressing, solving, and keeping the Registrar
informed of pertinent athletic eligibility issues, and provide
continuous service for athletic academic eligibility.
- Maintaining student – athlete files containing appropriate
documentation for initial and continuing eligibility.
- Certifying Academic Club Sports eligibility ensuring forms are
- Maintain communications with club representatives and Club
Sport personnel regarding forms, procedure, and issues as they
- Maintaining an operational manual.
- Attending and participating in staff meetings.
- Providing excellent service to students, faculty, staff, and
all in the University community.
- Serving on teams and committees as assigned.
- Working cooperatively and positively with other staff members
and with the University community.
- Attending training and professional development as
- 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
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
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
The University of Wisconsin-Whitewater is part of the 13-campus
University of Wisconsin System ( https://www.wisconsin.edu
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
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 http://www.uww.edu/asfr
. 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 ( http://www.uww.edu/leap
emphasizes student, staff and faculty participation in High-Impact
Practices ( https://www.aacu.org/resources/high-impact-practices
). The Office of Research and Sponsored Programs ( http://www.uww.edu/orsp
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 ( https://www.wisys.org
CONDITIONS OF APPOINTMENT:
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.
TO ENSURE CONSIDERATION:
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 email@example.com
For questions regarding this position, please contact:
Only complete application packages will be considered. This
includes online submission of the following documents:
This Job ID is 17589.
- Cover Letter
- Name and contact information for three professional
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