Veterans Affairs and Student Records Coordinator

VP Area: Academic Affairs

Department: Registrar

FLSA Status: Non‑Exempt

Benefit Eligibility: Yes

The Veterans Affairs and Student Records Coordinator creates, maintains, and ensures integrity of academic records and processes as well as provides guidance to faculty, staff, and students regarding Registrar policy and procedure, ensures transfer and continuing education support, and serves as the primary School Certifying Official (SCO) for VA benefits processing and compliance.

The Coordinator reports to the Registrar and is a member of the Registrar department within the division of Academic Affairs.

• A minimum of one year of records management or other student services related experience is required. A suitable combination of education and experience may be substituted for minimum qualifications.

• Experience working in higher education is preferred.
• Experience with VA benefits certification is preferred.

Demonstrate an attitude and behavior that reflects the mission and core values of the university and the department.

• Operations and Administration
  • Organize and manage the maintenance of all academic records consistent with state and federal statutes.
  • Provide guidance and assistance to faculty, administrative personnel, and students on such matters as grading, scheduling of classes, class roles and Registrar's Office procedures.
  • Oversee and maintain academic records for students, ensuring accuracy of enrollment, grades recorded, grade changes, withdrawals, and any special recording in compliance with University policies, office procedures, and Federal Laws and guidelines.
  • Oversee the posting of all transfer work in a timely manner.
  • Help coordinate enrollment of the Continuing Education Program.
  • Provide service and information to students, parents, academic and university offices regarding registration, student accounts and financial aid based on a thorough understanding of university policy and all applicable federal regulations.
  • Keep track of incomplete grades. Notify students and instructors when they will be reverted or when changes will be made.
  • Participate in short and long-term planning; participate in program assessments as needed.
  • Oversee petitions and substitutions process from approval to updating the system to documentation storage.
  • Help maintain Degree Works/Grad Star system.
  • Help with confirmation and documentation of the student graduation application process.
• VA Benefits Administration
  • Serve as the primary School Certifying Official (SCO) and primary contact for current and potential students eligible for or interested in learning about VA program benefits.
  • Certify initial enrollment and report updates to the Department of Veterans Affairs for students receiving VA benefits.
  • Collaborate with Student Accounts to collect information on tuition and fees for VA purposes.
  • Follow policies and regulations as specified by the Department of Veterans Affairs for certification of those students.
  • Remain up to date regarding rules, regulations and training to ensure compliance with VA benefit processing and application.
  • Maintain institutional VA approval status through timely and accurate reporting and certification.
  • Act as the lead liaison for compliance audits conducted by Veteran Affairs or State Approving Agencies.
• Transfer Articulation
  • Conduct training as needed to ensure correct use of the Transfer Evaluation Submission System (TESS) and student transcript articulation by students, department chairs and advisors.
  • Serve as primary administrator of the Transfer Evaluation website.
  • Work with faculty to coordinate state articulations.
  • Monitor student transcript articulation to ensure accuracy. Research and clarify identified discrepancies as needed.
• General Support
  • Provide support for campus‑wide and departmental special projects and assignments.
  • Coordinate office supplies and needs.
  • Provide support at the front counter and other areas of the office of the registrar as needed.

• Technical fluency with Microsoft Office Suite; aptitude to learn computer software and applications.
• Excellent written and oral communication…