Records Coordinator

Registration & Records Coordinator The Record and Registration Coordinator (RRC) is responsible for the maintenance and application of all grade changes, assisting faculty with entering grades and the grade change workflow. The RRC oversees both credit and non-credit grade changes and entry as well as assisting the Senior Associate Registrar with monitoring missing grades, incomplete grades, academic bankruptcy and other grade review as needed. Additionally, the RRC will serve as a team member for Academic Scheduling, Curriculum and Registration. The RRC is an important member of the Registrar Office's Student History team, entering non-course comments on transcripts, troubleshooting issues with transfer/AP credits, assisting with graduation processes and working to maintain accuracy in all records. Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change! Villanova is a Carnegie-classified doctoral university. From its founding in 1842 to its position today as a nationally recognized leading university, Villanova University has forged a path of academic excellence. The University is in the Philadelphia metropolitan area, home to a large concentration of universities, industries, and government labs. Why work at Villanova? Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others. Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2023 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum. We believe that an inclusive community fosters an understanding and appreciation for diversity among our students, faculty, staff and administrators. The UNITAS Office of Community Enrichment works to address issues of equity and justice in a variety of ways including workshops, events and employee resource groups. Villanova's most precious asset is our people. Even as a part-time employee, you will receive access to certain benefits, including tuition assistance and more. Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values. Duties and Responsibilities: Grading manages and monitors the grade change process both online and via paper forms, including incomplete grade updates. Responsibilities related to the online process include training and assisting faculty, chairs and associate deans with their approval functions, monitoring the system to see if changes are waiting to be applied, and entering and verifying the data through the Banner Student Information System (SIS). Where paper forms are submitted, responsibilities include verifying the approvals and effective date of the change, entering, and verifying the data through the SIS, and storing it in the document management system. Prepares and distributes groups of "special" grade reports upon request by University departments and individual students. Discusses grade report questions and investigates problems for students and faculty. Assists Senior Associate Registrar with grade maintenance and monitoring. Rolls grades to history based on grading schedule in the SIS. Collaborates with Senior Associate Registrar with processing missing and incomplete grade reports. Works with the calendar team to incorporate grade due dates for all parts of term and incomplete deadlines to the official academic calendar and the office production calendar. Assists the Assistant Registrar of Professional Education with monitoring non-credit grade entry, incomplete grade processing and grade changes. Processes the AP credit posting for first-year students onto their student record in conjunction with the Associate Registrar. Processes transcript comments and non-course requirements as requested by departments under the direction of the Senior Associate Registrar. Student Record Maintenance Functions as secondary contact with departments for transfer credit posting. Answers questions and provides solutions to problems in these areas. Assists Senior Assistant Registrar of Student History in monitoring and periodic audit of transfer credit records. Posts updates to student records that extend beyond coursework such as: recognition of completion of additional degree requirements (comprehensive exam, thesis, etc.), honor society induction and participation, and other academic activities and requirements required to be posted to transcripts and student permanent record. RO Team Participation Supports the Student History team as needed for the graduation processes. Serves as a member of the Academic Scheduling team to assist with data checks for course offerings and processing academic space changes in the Venue VU/academic space management tool. Assists with troubleshooting registration issues related to add/drop and course withdrawals. Processes registrations requests from departments. Serves as a back-up in answering general emails and meeting with walk-in students, families or instructors. Assists with the course scheduling of first-year students under the direction of the Associate Registrar. Assists with processing curricular change requests, and maintenance of student attributes under the direction of Associate Registrar. Assists with preparing degree audits for NCAA certification in conjunction with Senior Assistant Registrar. Perform other duties and assist with projects as assigned. Minimum Qualifications: High School diploma or equivalent required. Minimum two years of office experience required. Excellent organizational skills, orientation toward detail, ability to maintain the highest level of accuracy. Ability to work independently under general supervision. Strong interpersonal and communication skills with the ability to communicate effectively, both orally and in writing. Ability to work effectively with a wide range of constituencies in a diverse community, and the ability to foster a cooperative work environment. Strong knowledge of all standard computer applications, including Microsoft 365 Office products, with advanced level skills in Microsoft Excel as it applies to data management. Proficient with technology-based communication mediums such as Teams or Zoom. Familiarity with computer/office machines (PC, copier, fax, scanner, etc.) Preferred Qualifications: Bachelor's degree preferred. Three to five years of office experience, preferably in Registrar's Office or University Administration setting. Familiarity with Villanova processes, policies, systems, etc. is a plus. Background of college-related work, familiarity with Banner Student information system is helpful. Clear understanding of privacy issues and records security including FERPA.