Records and Enrollment Specialist

This Records & Enrollment Specialist resides with the Records & Enrollment unit in the Office of the Registrar (OTR).

This position is responsible for:

• Managing and maintaining student records data for degree-seeking Undergraduate, Graduate, and Professional students to ensure successful and timely degree completion and accuracy of the student record.
• Records creation and enrollment for undergraduate and graduate non-degree seeking students.
• Researching and processing of historical record conversions

This position works in collaboration with the Quality Assurance unit in the Office of the Registrar to coordinate mass records updates (including degree posting) and ensure data integrity. There is also collaboration and coordination with the Service Operations unit and the Senior Records & Enrollment Specialist in the Records & Enrollment unit.

As this position relies heavily on the ability to properly manage data and to document and improve processes, it is essential that they be technology savvy and comfortable working with a variety of systems, which include (but are not limited to) PeopleSoft Campus Solutions (including the use of queries), Jadu, WorkflowGen, Microsoft Office suite, Document Management software, Google applications, and Constituent Relationship Management (CRM) software.

Academic Support Resources supports hybrid and flexible working arrangements. Work arrangements are determined in coordination with supervisors depending on the nature of the unit and position. The arrangement for this position will be determined upon hire between employee and supervisor.

Essential Job Functions

Academic Records Management (50%)

• Counsel and advise collegiate advising and student services staff on records related issues.
• Work in collaboration with collegiate units to manage and maintain accurate student records.
• Navigate various records systems (e.g., SIS, document management system, archived records, National Student Clearinghouse) to respond to various collegiate and student inquiries.
• Undergraduate education records management
  • Provide support to collegiate units for records corrections, updates, and process maintenance such as bracketing of repeated courses and adding/removing second majors/minors.
  • Change of College management and support to include: review and entry of change of college applications, facilitating application review for collegiate decisions, and completion of the admissions process, including admissions revocations as appropriate.
• Graduate education records management
  • Support accurate entry of graduate education student record milestone data. This work includes both the management of online workflow requests (e.g., graduate minors) and documents submitted to Graduate Student Services and Progress throughout the students' career (e.g., requests to add a master's or discontinue a degree).
• Degree clearance and posting
  • Responsible for the review and posting of degrees at the undergraduate and/or professional level.
• Conversion of historical student records
  • Review and authorize requests to convert historical student records.
  • Responsible for building system-wide student records in the University's student information system (PeopleSoft) from linen and microfiche records.
  • Use professional judgment to interpret data on the linen and microfiche records

Enrollment & Transfer Credit Management (35%)

• Enrollment
  • Third repeat exception petitions
• Enroll undergraduate students who have been approved for a third registration attempt.
  • Non-degree enrollment
• Support non-degree enrollment for undergraduate and graduate-level students, including record set-up and related communication with students, departments, and others.
• Enroll graduate non-degree students for approved courses.
• Transfer credit
  • Support transfer of credit for graduate and professional students, including external transfer and transfer of credit between University of Minnesota career levels.

Compliance & Data Quality (10%)

• Advise staff on policy and policy interpretation as it relates to advanced standing status, credit usage and transfer, and degree progress and completion for undergraduate, graduate and professional students.
• At the direction of the Senior Records & Enrollment Specialist, review data integrity queries and adjust/correct student records data as needed.

Professional Development (5%)

• Pursue professional development opportunities that benefit the Office of the Registrar and Academic Support Resources by engaging in, but not limited to: workshops, seminars, and conferences that support diverse perspectives, inclusive practices, and operational efficiency.

**The employer reserves the right to change or add duties to this position as long as the changes and/or additions are consistent with the job classification.

Required Qualifications

• BA/BS degree or a combination of education and relevant work experience to equal at least four years
• Demonstrated experience with customer service

Preferred Qualifications (Core Competencies)

• Must be able to use professional judgment to solve problems related to each function
• Proven excellent communication and customer service skills; must be able to initiate and answer correspondence from faculty, staff, and students.
• Proven ability to interpret and follow general guidelines and establish priorities
• Demonstrated success in working in a team setting; ability to work individually and collaboratively
• Familiarity working in a higher education setting and with policies and procedures
• Experience working with records databases and document management systems
• Commitment to the mission of Academic Support Resources and a diverse and inclusive environment

The mission of Academic Support Resources (ASR) is to make a positive difference in students' lives. ASR is committed to cultivating and sustaining an environment that is diverse, equitable, and inclusive. We are better equipped to serve and represent our University community by ensuring our culture values differences and individuality.

The knowledge, skills, and abilities of all ASR employees include job knowledge, communication, problem-solving/analysis, development, leadership, teamwork, and customer service.

The Office of the Registrar (OTR) manages all aspects of current and historical academic records. As stewards of the University's academic records, we ensure accuracy and integrity, protect student data, and enforce the standards set by University policies and procedures, and state and federal laws.

OTR is made up of two primary pillars: Academic & Student Services (records & enrollment and service operations) and Enterprise Application Services (catalog & curriculum management, non-credit registration, and data quality & reporting). All serve as a resource for students, faculty, and staff.

Pay Range: $45,000.00 - $50,000.00; depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Please include a resume for a complete application. This job posting will close on May 12, 2025.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).