Student Records and Graduation Services Specialist - Office of the Registrar
About the role
The Office of the Registrar at the University of Wisconsin-Whitewater seeks a Student Records and Graduation Services Specialist (Student Records and Curricular Specialist I, AE104).
Responsibilities
Oversee daily operations related to registration, academic records, grading, transcripts, and enrollment services.
Supervise and train student staff to ensure accurate and efficient service delivery.
Monitor and process grade submissions, academic standing updates, withdrawals, appeals, transfers, and transcript services.
Respond to student, faculty, and staff inquiries regarding policies and procedures.
Maintain compliance with university, state, and federal policies and regulations.
Participate in training and develop working knowledge of university systems and regulations.
Maintain accurate documentation and update internal procedures as needed.
Career Services and Graduation Services
Coordinate and manage degree clearance processes in collaboration with academic departments.
Review and process graduation applications, ensuring accuracy of records, fees, and honors.
Interpret and explain Degree Audit requirements to students, faculty, and staff.
Help communicate important graduation deadlines and requirements to students.
Process degree verifications and oversee diploma ordering and distribution.
Collaborate with Financial Services regarding holds and graduation-related charges.
Commencement Support
Participate in Commencement planning and coordination.
Assist with ceremony logistics, student participation processes, and program accuracy.
Provide on-site leadership during Commencement, overseeing student lineup and ticket distribution, and coordinating the Salute to Grads initiative in partnership with the university bookstore.
Athletic Academic Certification
Certify academic eligibility for student-athletes in accordance with NCAA, conference, and university regulations.
Evaluate continuing and transfer student-athlete eligibility and maintain required documentation.
Collaborate with Athletics, the Faculty Athletic Representative, and university leadership on compliance matters.
Stay current on relevant athletic bylaws and communicate updates as needed.
Develop working knowledge of NCAA, conference, and institutional policies.
Team and University Engagement
Provide professional and courteous service to students, faculty, staff, and the broader university community.
Participate in staff meetings, committees, professional development, and special projects.
Foster a collaborative, inclusive, and respectful work environment.
Support orientation, special projects, and additional duties as assigned.
Qualifications
Bachelor’s degree or equivalent combination of education and experience.
Minimum of three years of customer service and administrative support experience.
Proficiency with Microsoft Office and other enterprise software systems.
Strong written and interpersonal communication skills with the ability to work effectively with diverse stakeholders.
Preferred Qualifications
Knowledge of higher education operations.
Experience with PeopleSoft and student information systems.
Experience with athletic academic eligibility.
Experience with event planning.
Skills and Abilities
Ability to work independently, exercise sound judgment, and resolve complex issues.
Strong attention to detail and demonstrated ability to improve processes and procedures.
Ability to handle confidential information with discretion.
Ability to manage multiple priorities in a fast-paced environment.
Experience interpreting and applying policies, regulations, and complex information.
Supervisory experience, including training and mentoring student staff.
Strong research skills and ability to provide accurate, timely information.
Professional demeanor and commitment to high-quality service.
Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.