Records Specialist -REVISED REVIEW DATE

Posting Details

Recruitment Number

1143

Working Title

Records Specialist -REVISED REVIEW DATE

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Academic Affairs Division

Position Summary

The person in this position manages the National Student Clearinghouse ( NSC ) enrollment processing and NSLDS compliance for the registrar’s office. They have independent decision-making responsibility for correcting NSC error reports. This person works with the Admissions Office and the vendor to update and manage Transferology and TES, tools for students and advisors to determine transfer option to/from UWL . The person also assists with entering and maintaining transfer course equivalencies. This position is also responsible for official communication from the Records and Registration Department including, but not limited to, the creation, maintenance and dissemination of digital signs, standardized emails, text messages, website and social media blasts. Hiring, evaluation and supervision of student help; office supply requisition; backup support for the transcript service; and coverage for the customer service desk is also included in the position. The position supports the activities of the Registrar.

Description of College / Department / Program / Division / Unit

Records and Registration

Required Qualifications

• Minimum of Associate Degree or multiple years experience in an office setting
• Knowledge and experience in the use of computer software including Microsoft Office Suite (i.e. Word, Excel, etc.)
• Knowledge and experience in the use of e-mail (i.e. Outlook, Gmail) functions including electronic calendars
• Effective oral communication skills
• Strong written communication skills
• Effective organizational and time management skills
• Possess an attention to details and time lines/due dates despite frequent interruptions

Preferred Qualifications

• Bachelor’s Degree
• Knowledge and experience with some or all of the following: website editing software, social media and/or texting campaigns
• Knowledge of and appropriate application of FERPA federal regulations
• Knowledge of registration processes
• Knowledge of student information and document management systems
• Mathematical skills to determine a variety of computations (i.e. grade point average)
• Experience working with diverse populations and traditional college age people (ages 18-24)

Physical Demands

Ability to sit or stand for extended periods of time. Should be able to tolerate extensive screen time, or have strategies for doing so (with resources provided by the department).

Working conditions and environment

Must value precision and efficiency, particularly in matters related to student records. Should enjoy working in a fast-paced and market-driven environment, eager to contribute ideas and learn new technologies.

Miscellaneous Information

Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:
• paid vacation for 12-month positions
• excellent flexible health insurance with low co-pays and good coverage
• paid holidays and sick days
• after 5 years of employment, you become vested in our retirement system which ensures income post-career
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation
Learn more at: https://www.uwlax.edu/globalassets/offices-services/human-resources/benefits-info/2022-quick-guide-faasli.pdf
Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Transfer Evaluation/Processing

Duties to Support Responsibility

• Assist with researching, entering and updating transfer credit equivalencies in PeopleSoft
• Work closely with Admissions and Academic Departments to investigate course equivalents
• Assist with posting credit earned through prior learning to the academic record
• Maintain records in Transferology, Transferology Lab, and TES, the online software used by UW System and other institutions for assisting students and higher educational professionals with transferability of credits
• Work jointly with Admissions to be the points of contact for CollegeSource
• Participate in the transfer Community of Practice UW System meetings

Percentage Of Time

25

Essential

Yes

Responsibility Statement

Managing Communications

Duties to Support Responsibility

• Manage office communications to all students with a focus on creating concise, informative, and engaging content
• Design, create and update office webpages as new or changed content emerges
• Work collaboratively with Assistant Registrar and other UWL departments on communication of important dates and events related to registration and academic affairs
• Add office related dates to University Administrative Calendar website
• Assist with the creation of digital signs to be displayed on electronic screens across campus
• Manage social media blasts and pages
• Work with office staff to synthesize important information and links for all student emails
• Manage texting to individual students based on office needs

Percentage Of Time

25

Essential

Yes

Responsibility Statement

National Student Clearinghouse Enrollment Processes

Duties to Support Responsibility

• Determine dates for NSC data submissions and communicate that with Clearinghouse, IT staff and Financial Aid Office
• Submit FTP enrollment file to NSC and correct any errors indicated
• Correct errors to SSCR file before NSC submits to NSLDS
• Monitor rejected files of completed submissions, such as SSN issues, contact
students to request documentation of SSN when necessary
• Update student data in Clearinghouse manually as needed
• Upon notification by NSC, process degree verification requests that need manual attention
• Update student status (full-time, half-time, etc) on WINGS for students with specific scenarios such as consortium, CRNA and those indicated to us by the ACCESS Center so that they are reported appropriately in our enrollment files to NSC

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Administrative/Office Support

Duties to Support Responsibility

• Provide backup services for the front counter, office email, and telephone
• Prepare deposit from transcript/duplicate diploma processing, verify accuracy, and take to
Cashier’s Office for depositing into appropriate office account
• Review monthly income reports with Business Services/ WISDM
• Coordinate and purchase all office supplies
• Update student addresses as requested by other offices (mainly Cashiers office) or students
• Assist in maintaining current system of storing academic records (permanent) and files (active and inactive)
• Coordinate scanning of confidential record information, including long-term project of scanning and digitizing old student records not in WINGS
• Receive paper records, digitize and link to WINGS student accounts
• Oversee quality assurance activity to ensure storage of quality digitized documents
• Support activities of Registrar (meeting requests, budget assistance, etc.)

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Student Help Supervisor

Duties to Support Responsibility

• Prepare and submit work study requests to financial aid
• Independently make hiring decisions on work study students; file appropriate paperwork
with Human Resources
• Verify and approve hours worked by each student employee
• Retain reports for student payroll each pay period
• Maintain records for each student to present to auditor on demand
• Train student help in new tasks as needed
• Obtain and prioritize project requests for student help from co-workers
• Control WINGS account access for student employees
• Supervise service area (front counter) student employees
• Provide references for student workers upon request

Percentage Of Time

10

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

11/22/2021

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

12/20/2021

Position Contact Name

Leanne Vigue Miranda

Position Contact Email

hrinfo@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. * The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. * Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
3. * Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
4. * Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
5. * After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
6. * Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
7. * Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
8. * Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
9. * Are you legally eligible to work in the United States?
   • Yes
   • No
10. * How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • HigherEdJobs.com Web Site
    • Job Center of Wisconsin Web Site
    • Minority Publication/Web Site
    • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
    • University of Wisconsin - La Crosse Web Site
    • La Crosse Tribune
    • Personal Referral
    • LinkedIn
    • Indeed
    • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
    • Department of Workforce Development (WISC)
    • Other