Coordinator, Student Records

Coordinator, Student Records

Be You. The Duke University School of Nursing (DUSON) is seeking a highly organized and detail-oriented Coordinator, Student Records to join the Student Services team. In this role, you will be instrumental in supporting the full student lifecycle—from onboarding and orientation through academic progression, registration, and graduation readiness. You will serve as a key operational partner to the Director of Student Services/SON Registrar, working closely with academic programs, faculty, and university offices to ensure the accuracy, integrity, and efficiency of student records and academic processes. Your work will directly impact the student experience by ensuring that systems, schedules, curriculum data, and communications are accurate, timely, and aligned with institutional policies. On a daily basis, you'll work across multiple systems and stakeholders to manage degree audits, course scheduling, academic progress tracking, onboarding workflows, and registration support. You'll also play a critical role in developing and delivering new student orientation experiences and maintaining essential academic publications such as the DUSON Bulletin and Student Handbooks. This is a full-time position reporting to the Director of Student Services/SON Registrar.

Minimum Requirements: Bachelor's degree required Three years of experience in student advising, student services, academic administration, or a related function Demonstrated experience supporting students, faculty, or academic programs in a higher education or similarly complex environment Preferred Qualifications: Experience working in a Registrar's Office, academic services, or school-based student services team Experience with student information systems, degree audit tools, or platforms such as Stellic Strong analytical skills with experience interpreting academic data, course demand, and enrollment trends Proven ability to manage multiple deadlines tied to academic calendars and institutional processes Strong collaboration skills with the ability to work effectively across academic programs, faculty, and administrative offices Other Requirements: Excellent written and verbal communication skills to effectively support students, faculty, and stakeholders High attention to detail and accuracy when managing student records, academic data, and publications Ability to handle sensitive student information with discretion and professionalism Strong organizational and project management skills to balance competing priorities

Be Bold. Position Responsibilities: Student Progression & Academic Tracking (30%) Create and maintain degree audits in Stellic for each academic program and plan prior to each admission term, including defining program requirements (courses, categories) and constraints to ensure accurate tracking of degree completion Develop and assign academic pathways in Stellic that map the required sequencing of courses for each program; ensure all matriculated students are assigned the appropriate pathway aligned with their academic plan Collaborate with the Associate Registrar to review degree audits for prospective graduates, ensuring all program, curriculum, and institutional requirements are fully met prior to degree conferral Generate and analyze course analytics reports in Stellic to assess future course demand, inform scheduling decisions, and support academic planning across programs Monitor and maintain data accuracy within systems used for student progression tracking and reporting Course Scheduling & Curriculum Management (30%) Manage the full lifecycle of course creation, revision, and deletion, coordinating with academic program offices, faculty, and the University Registrar to ensure accuracy and compliance with university policies Assign and maintain course numbers in alignment with university standards and School of Nursing schema Maintain and regularly update the DUSON Master Course Listing, ensuring consistency and accuracy across all programs Develop and manage the academic course schedule for up to three semesters in advance, incorporating curriculum requirements, enrollment projections, faculty teaching capacity, and program needs Serve as a primary point of contact for course scheduling inquiries, resolving issues and providing guidance to faculty, program staff, and university offices Partner with academic leadership to ensure course offerings align with program progression requirements and student demand Bulletin & Student Handbook Management (15%) Lead the planning, coordination, and production of the DUSON Bulletin, ensuring accurate and timely annual publication Ensure the bulletin reflects current academic programs, course offerings, admissions requirements, and academic policies Collaborate with academic programs to collect and validate updates, including new courses, curriculum changes, and program modifications Maintain a structured and auditable process for tracking revisions and updates across bulletin and handbook materials Review, edit, and validate content for accuracy, consistency, clarity, and compliance with university standards Coordinate the annual update and publication of student handbooks for all academic programs Serve as the liaison with the University Registrar's Office on all bulletin-related submissions and approvals New Student Orientation & Onboarding (15%) Design, implement, and evaluate a comprehensive orientation program for all incoming DUSON students, including both on-campus and online populations Develop onboarding content covering academic policies, student resources, systems access, and student expectations Collaborate with program assistant deans, program coordinators, admissions, student success teams, and university offices to deliver a cohesive and engaging onboarding experience Create and execute communication strategies (emails, webinars, digital content) to engage students from matriculation through orientation Track onboarding progress and student engagement, identifying non-participation and providing status updates to program leadership and compliance partners Collect and analyze feedback from new students to continuously improve orientation programming Manage the student ID badge process, including coordinating photo submissions, working with the Duke Medical Center Card Office for badge production, and ensuring timely distribution across programs Provide direct support to students during onboarding by answering questions, resolving issues, and connecting them to appropriate resources Registration Support (10%) Communicate registration timelines, deadlines, and key processes to DUSON students across all programs Collaborate with the University Registrar's Office to support the Academic Calendar Audit Report (ACAR) process, ensuring accuracy of term setup, registration dates, and program configurations Partner with Registrar and SISS teams to troubleshoot system issues impacting registration functionality or student access Provide guidance to students on registration policies, course selection, and academic requirements Assist students in resolving registration challenges, including waitlists, course conflicts, and enrollment issues Choose Duke. The Duke University School of Nursing is a recognized leader in nursing education, research, and clinical innovation. As part of DUSON, you'll contribute to a mission-driven environment focused on improving health outcomes and advancing health equity through education and discovery. You'll join a collaborative and supportive community where cross-functional partnerships are essential and your work directly contributes to student success and academic excellence. This role offers the opportunity to influence critical academic processes, improve the student experience, and support innovative educational programs. Duke University is consistently ranked among the top institutions globally and offers a dynamic workplace that values integrity, inclusion, and continuous improvement.