Records Specialist

Job Description

**Posting Details**
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Position Information
**Recruitment Number** 1545

**Number of Vacancies** 1

**Working Title** Records Specialist

**Classification Title** Student Records & Curricular Specialist II (Inst)

**Proposed Salary to be Offered** $44,000

**Appointment Percentage (Budget)** 100%

**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.

**Position Type** Staff/Administrative

**Pay Basis** Hourly

**FLSA** Non-Exempt

**Contingent Upon Funding** No

**Is this position eligible for employment sponsorship, (H1B or PERM)?** No

**Required Qualifications**
* Bachelor’s degree or Associate’s Degree with multiple years of related experience.
* 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**
* 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**
**Reasonable Accommodations**

UWL 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 **hrinfo@uwlax.edu** or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
All position descriptions are required to provide physical demands and working condition/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at **hrinfo@uwlax.edu** or 608.785.8013.

**Working conditions and environment**
* Office setting

**Miscellaneous Information**
**Information about your Benefits**

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.

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.

**Information about** **UWL** **and the Surrounding Region**
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.
For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on the *U.S. News & World Report* list of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest. UW-La Crosse ranks 6th nationally among the Top LGBTQ-Friendly Colleges for 2018-19 by AffordableCollegesOnline.org (ACO).
With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.
UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at **www.uwlax.edu/info/strategic-plan**.
The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: **Choose La Crosse**. Learn more about UW-La Crosse here: **https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/**
**AA/EO Statement**

The University of Wisconsin-La Crosse 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. UWL, 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.**COMMITMENT** **TO** **INCLUSIVE****EXCELLENCE**
Inclusive Excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community. We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals.
The University of Wisconsin La Crosse fulfills this by creating a welcoming and inclusive community for people from every background – people who serve the State of Wisconsin and the public good.

**Annual Security and Fire Safety Report (Clery Act)**

For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see **https://www.uwlax.edu/police/annual-security-report/** or contact the University Police Department at 608.785.9000.

**Redbook Position** Yes

**Division/College** Academic Affairs Division

**Description of College / Department / Program / Division / Unit**
The team in the Records and Registration Office is driven to provide support for student success and to enhance the academic and administrative activities of the University. We ensure the accuracy, integrity, and security of the academic records of the University. Our expertise in student records, curriculum, and University academic policies and procedures helps to provide quality services to students, faculty, staff, alumni, and the community.

The Division of Academic Affairs encompasses a wide array of activities and functions that ensure the overall academic quality of the institution. This includes providing administrative oversight and academic leadership for: the College of Business Administration; the College of Arts, Social Sciences & Humanities; the College of Science and Health; the School of Education; Murphy Library; Records and Registration; Financial Aid; Career Services; Academic Advising; Graduate and Extended Learning; the Office of Research and Sponsored Programs; the office of Undergraduate Research and Creativity; the Center for Advancing Teaching and Learning; Institutional Research; and International Education & Engagement. Academic Affairs also provides leadership and support to the nearly four hundred full-time faculty and instructional academic staff, 73 percent of whom hold terminal degrees. Through its various functions, the Division of Academic Affairs supports students in the pursuit of excellence in undergraduate and graduate education as well as scholarly activity.

Duties/Responsibilities

**Responsibility Statement** Transfer Credit/TES/Transferology

**Duties to Support Responsibility**
* Assists CPL & Grading Coordinator with researching, entering and updating transfer credit equivalencies in PeopleSoft
* Assists with coordination of Admissions and Academic Departments to investigate course equivalents
* Assists with posting credit earned through prior learning to the academic record
* Maintains 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
* Works jointly with Admissions to be the points of contact for CollegeSource
* Participates in the transfer Community of Practice UW System meetings

**Responsibility Statement** Managing Communications

**Duties to Support Responsibility**
* Manages office communications to all students with a focus on creating concise, informative, and engaging content
* Designs, creates and updates office webpages as new or changed content emerges
* Works collaboratively with Assistant Registrar and other UWL departments on communication of important dates and events related to registration and academic affairs
* Adds office related dates to University Administrative Calendar website
* Assists with the creation of digital signs to be displayed on electronic screens across campus
* Manages social media blasts and pages
* Works with office staff to synthesize important information and links for all student emails
* Manages texting to individual students based on office needs

**Responsibility Statement** National Student Clearinghouse Enrollment Processes

**Duties to Support Responsibility**
* Determines dates for NSC data submissions and communicates that with Clearinghouse, IT staff and Financial Aid Office
* Submits FTP enrollment file to NSC and corrects any errors indicated
* Corrects errors to SSCR file before NSC submits to NSLDS
* Monitors rejected files of completed submissions, such as SSN issues, contacts

students to request documentation of SSN when necessary* Updates student data in Clearinghouse manually as needed
* Upon notification by NSC, processes degree verification requests that need manual attention
* Updates student status (full-time, half-time, etc) in Student Information System 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

**Responsibility Statement** Administrative/Office Support

**Duties to Support Responsibility**
* Provides backup services for the front counter, office email, and telephone
* Prepares deposit from transcript/duplicate diploma processing, verifies accuracy, and works with

Cashier’s Office for depositing into appropriate office account* Reviews monthly income reports with Business Services/WISDM
* Coordinates and purchases all office supplies
* Updates student addresses as requested by other offices (mainly Cashiers office) or students
* Assists in maintaining current system of storing academic records (permanent) and files (active and inactive)
* Coordinates scanning of confidential record information, including long-term project of scanning and digitizing old student records not in the student information system (SIS)
* Receives paper records, digitizes and links to student accounts in the SIS
* Oversees quality assurance activity to ensure storage of quality digitized documents
* Supports activities of Registrar (meeting requests, budget assistance, etc.)

**Responsibility Statement** Student Help Supervisor

**Duties to Support Responsibility**
* Prepares and submits work study request to financial aid
* Independently makes hiring decisions on work study students; files appropriate paperwork with Human Resources
* Verifies and approves hours worked by each student employee via HRS
* Retains reports for student payroll each pay period
* Maintains records for each student to present to auditor on demand
* Trains student help in new tasks as needed
* Obtains and prioritizes project requests for student help from co-workers
* Controls SIS account access for student employees
* Supervises service area (front counter) student employees
* Provides references for student workers upon request

**Posting Detail Information**
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Posting Detail Information
**Posting Date** 08/09/2024

**Continuous Recruitment** Yes

**Continuous Recruitment First Review Date** 08/29/2024

**Close Date**

**Special Instructions**
**Application deadlines**

**TO** **ENSURE****CONSIDERATION****: Priority consideration is given to those candidates who apply by the listed ‘First Review Date’.** 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.

**Confidentiality of Applicant Materials**

UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL 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.

**Position Contact Name** Leanne Vigue, University Registrar

**Position Contact Email** lvigue@uwlax.edu