Records and Enrollment Specialist

The University of Wisconsin-Madison's Office of the Registrar (RO) is seeking a motivated, detail-oriented individual with a strong sense of curiosity to join our dynamic team that prioritizes student success and strives to create a welcoming, equitable, and inclusive work environment.

As an integral member of our collaborative and supportive team, the Records and Enrollment Specialist will interact with a diverse range of individuals to address inquiries, resolve issues, and support students throughout their academic journey. Working under the general supervision of the Assistant Registrar for Enrollment and Residency, this position is essential in maintaining the accuracy, integrity, and confidentiality of the student record while delivering outstanding service to students, alumni, faculty, and staff.

Key responsibilities include, but are not limited to:
- Student, Alumni and Campus Community Support: Act as a primary point of contact for a high volume of fast-paced inquiries related to enrollment, educational records, and other related matters. Deliver friendly, informative, and empathetic support through phone, email, and in-person interactions, ensuring clear communication and effective resolution of concerns.
- Record Maintenance: Accurately manage and update student records in the institution's student information system (SIS), safeguarding the confidentiality and integrity of personal, academic, and financial data.
- Enrollment Support: Provide support for student enrollment and registration by processing course changes, handling add/drop requests, and verifying enrollment status to ensure a smooth academic experience.
- Minnesota Reciprocity Program: Act as a primary point of contact for students seeking information and guidance related to the Minnesota/Wisconsin Reciprocity Agreement. Work closely with the Minnesota Office of Higher Education to obtain eligible student data and ensure accurate updates to student records.
- "Name in Use" Administration: Manage student records in compliance with University policy for "Name in Use" requests. Partner with students to ensure their preferred names are accurately updated and reflected across all institutional systems and records.
- All Records Requests: Monitor and ensure compliance with policies related to formal requests for the review and inspection of student records.
- KnowledgeBase (KB) Management: Support the RO Student Services team in making updates to KB documents used for documenting internal and external business processes, system updates, and support documentation.

The Records and Enrollment Specialist will have the opportunity to contribute to the academic success of students while working alongside a dedicated and dynamic team. We are a close-knit group of professionals who genuinely care about supporting students, faculty, staff, and one another. This is a rewarding opportunity to make a real difference in the lives of students and the broader university community.

• 15% Serves as an expert in the creation and maintenance of student records and curricular and degree requirement data within the student information system
• 15% Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records
• 15% Collaborates with academic deans, faculty, advisors, and staff to resolve curricular, student record, and credit evaluation problems. Audits and corrects data to ensure accuracy and completeness
• 15% Provides functional support and evaluation of the student information, curricular management, and credit evaluation systems to identify opportunities for business process improvements and makes recommendations to adapt processes and systems to achieve greater efficiency
• 15% Participates in systems testing and develops and maintains documentation on business processes
• 15% Applies knowledge of programs, procedures, and policies to provide expert guidance in student records, curricular management, and credit evaluation functions when complex cases have been escalated by campus stakeholders for resolution
• 5% Meet the documented Office of the Registrar standards including but not limited to: standards in
  customer service, participation, communications, professional development, and testing of
  processes/systems. Perform other duties as assigned.
• 5% DEM is committed to the highest standard of service. This position will be a role model by practicing exemplary and respectful behaviors in all interactions. Participation in community and culture building activities are mandatory.

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Preferred
Bachelor's Degree

Required:
- Technical Proficiency: Experience with student information systems (SIS) or similar databases is a plus. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and other administrative software is required.
- Communication Skills: Excellent written and verbal communication skills, with the ability to explain complex procedures and policies clearly and empathetically to students, alumni, faculty, and staff.
- Organizational Skills: Strong organizational skills, with the ability to handle multiple tasks and deadlines effectively. Must be comfortable working in a fast-paced environment with varying demands.
- Detail-Oriented: Ability to manage and process large volumes of information with a high level of accuracy. Demonstrates a keen eye for detail to maintain accurate student records and ensure compliance with policies.

Preferred:
- Demonstrated Knowledge: An understanding of student services in higher education. Familiarity with the Family Educational Rights and Privacy Act (FERPA) and privacy regulations as they relate to student records.
- Experience: One year experience working in higher education in student services, academic affairs, or academic advising.
- Inquisitive Nature: A strong desire to learn, solve problems, and dig into issues to ensure resolution. Must have a proactive attitude toward seeking out solutions and clarifications when faced with complex or ambiguous situations.
- Collaboration and Teamwork: Work closely with other members of the Registrar's Office, as well as faculty and staff across the institution, to resolve student issues, improve processes, and support a positive and efficient enrollment experience.

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Ongoing/Renewable

Minimum $50,000 ANNUAL (12 months)
Depending on Qualifications
This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

The Division of Enrollment Management (DEM) believes in our ability to contribute towards an ecosystem of innovation. Through this relentless desire for bold ideas, DEM leads a comprehensive strategic enrollment approach to attract, enroll, support, and graduate the most talented students. We foster equitable and seamless experiences, value research in practice, engage in responsible stewardship, provide inclusive support, collaborate, and increase access to higher education to accomplish our goals. With students firmly at the center of our actions, decisions, processes, and services, our work helps to deliver the impact of UW-Madison as a world-class institution that enriches communities across the globe.

The Division is comprised of a dedicated team of over 400 employees and includes the Office of Admissions and Recruitment, the Office of Student Financial Aid, the Student Success Through Applied Research (SSTAR) Lab, and the Office of the Registrar. DEM invests in the professional growth of their team members and is committed to the highest standard of service for students, colleagues, visitors and other stakeholders. Team members will serve as role models by practicing exemplary, respectful and inclusive behaviors in all of our interactions.

Click the 'Apply Now' button above to begin. After creating a UW Jobs profile, you will be asked to upload a cover letter, resume and three (3) professional references. Your application materials should demonstrate how your knowledge, skills, and experience align with the qualifications listed in the job posting.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment and must be able to sustain eligibility, without sponsorship, throughout the duration of their employment.

Ann Bradshaw
ann.bradshaw@wisc.edu
608-262-0989
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Stu Rcds & Curr Spec II (Inst)(AE085)

A05-ENROLLMENT MANAGEMENT/REGISTRAR

Academic Staff-Renewable

308373-AS