Registration & Records Coordinator

About the role

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. r. 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.

Responsibilities

• Grading
  • Manages and monitors the grade change process both online and via paper forms, including incomplete grade updates.
  • Responsible for 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).
  • Verifies the approvals and effective date of the change, enters, and verifies the data through the SIS, and stores 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.
• Affords assistance to the Senior Associate Registrar with grade maintenance and monitoring.
• Rolls grades to history based on grading schedule in the SIS.
• Collaborates with the 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.
• Affords assistance to 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.

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.
• Familiarity 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.
• A clear understanding of privacy issues and records security including FERPA.

Physical Requirements and/or Unusual Work Hours

(Not specified)

Special Message to Applicants

(Not specified)

Posting Date

07/01/2026

Salary Posting Information

This position falls within hourly grade 10 and the range is $22.08-$23.31/hr. The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity.

Salary Grade

10

Job Classification

non-exempt