Student Records and Graduation Services Specialist - Office of the Registrar

About this role

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Position Title: Student Records and Graduation Services Specialist - Office of the Registrar

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Stu Rcds & Curr Spec I

Job Duties:

Attention:

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).

Position Summary:

The Student Records and Graduation Services Specialist delivers high-quality service to students, faculty, staff, and the public while supporting the mission of the Office of the Registrar.

This role oversees student registration, academic records systems, athletic academic certification, and all graduation and commencement processes. The Specialist ensures accuracy, compliance, and efficiency across these functions, including reviewing and certifying student-athletes for competition and posting degrees.

The position supervises and trains student staff and continuously evaluates and improves processes to enhance service and operational effectiveness.

As a collaborative member of the Registrar’s Office team, the Specialist works closely with colleagues to advance university goals, ensure excellent customer service, and support the overall success of the academic community.

This position reports to the Assistant University Registrar.

Responsibilities:

Student Records and Registration Management • 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

Degree Clearance 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.

• Comply with applicable safety policies and training requirements.

• Support orientation, special projects, and additional duties as assigned.

CONDITIONS OF APPOINTMENT :

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

Key Job Responsibilities: • Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records

• Provides direction to students and staff on a variety of academic processes and policies including graduation requirements, academic standing, enrollment, and course change requests

• Collaborates with students, academic deans, faculty, advisors, and staff to resolve curricular and student record issues

• Audits and corrects data to ensure accuracy and completeness

• Ensures correct and timely management of student records, course registration, and degree audits within the student information systems

Department:

Office of the Registrar

Compensation:

Well-qualified candidates can expect a starting annual salary of $44,000 commensurate with the candidate's education, related experience, and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System  Employee Benefits Brochure .

Required 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.

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