Student Records Specialist

The Rector & Visitors of the University of Virginia
$55,000-60,000, commensurate with qualifications and experience
United States, Virginia, Charlottesville
1215 Lee Street (Show on map)
Apr 11, 2025
As a member of the Student Records team, the Student Records Specialist reviews, analyzes, and processes information related to students' academic records within the Office of the University Registrar (UREG), following established guidelines, with limited supervision. They develop and apply detailed knowledge of complex regulations and university policies to maintain student academic records. They provide training, support, and guidance to school and departmental colleagues with decentralized responsibility for student records. They manage complex processes in the Student Information System (SIS), including grading support for instructors throughout the university each term. They work closely with stakeholders in the schools, departments, and administrative units to foster success for students and colleagues alike. Part of the Enrollment Division, UREG advances the university's teaching mission by maintaining the accuracy, integrity, and security of student academic records. It also supports the university's commitment to student excellence by continuously considering the impact of its work on all students and by attentively listening and responding to their needs. Responsibilities Support UREG's commitment to building a culture that is supportive, inclusive, collaborative, high-performing, and healthy for students and colleagues. Demonstrate commitment to fostering a collaborative, and fair culture in UREG, Enrollment, and the larger university community. Assess every aspect of work to ensure all students and colleagues have opportunities to feel welcomed and supported. Collaborate with others in developing and/or modeling practices that encourage a balanced, healthy work life. Adopt healthy conflict management practices and encourage others to do likewise. Manage and support functional processes related to student academic records in the Student Information System (SIS). Support weekly query clean-up and reporting to maintain accuracy of academic records. Provide support to team throughout cyclical term activities (e.g., orientation, term activation, enrollment appointment assignment, and term cancellation). Process enrollment uploads for schools each term. Serve as back-up technical support for orientation SIS setup, enrollment reporting, and academic structure. Coordinate and support student record maintenance in SIS. Support enrollment processes, including enrollment troubleshooting questions, second career forms, consortium programs, admission revocations (ADRVs), fall admit summer enroll (FASEs), Leaving & Returning to the University, etc. Prepare and distribute communications to faculty and schools related to enrollment and grading processes (grading memos, class roster reminders, etc.). Work with school registrars to monitor SIS grading queries and update student records and grade rosters accordingly. Organize and coordinate term grading support (grade changes, grade roster generation, grade lapse processing, maintain grading support calendar). Facilitate and process academic standing requests from schools and other units (Dean's list, suspensions, warning, judicial committee sanctions). Process school specific academic warning and suspension notations in SIS. Maintain and update eForm approver lists in SIS. Support UREG team in providing high quality services to students, families, and the university community. Respond to inquiries from students, families, and university colleagues professionally with compassion and a willingness to help them navigate the complex processes of a large research university. Collaborate with colleagues to improve processes in areas that overlap with student records. Refer queries appropriately and professionally to team members in UREG, Enrollment, and other offices at the university. Responsibilities may be revised to support UREG, Enrollment, and the University community. Minimum Requirements Education: Bachelor's degree, four years of higher education or student records experience may be substituted in lieu of degree. Experience: Significant student records experience. Licensure: None. About the Position The anticipated salary range for this position is $55,000-60,000, commensurate with qualifications and experience. This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs. For the first three months, this is an in person position M-F after which some hybrid flexibility is possible with weekly in-person presence required. This is an Exempt level, benefited position. Click here for more information on the benefits at UVA. This position will remain open until filled. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment. To Apply: Please apply through the UVA Job Board and search R0071379. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents: Resume Cover letter Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration. References will be completed via UVA's standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. For more information about the Office of the University Registrar, please click here. For questions about the application process, please contact Michele Jarman, Academic Recruiter. For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/. The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physicians Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experience. We are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.