Academic Administration and Student Records Manager - Registrar

Scheduled Hours

37.5


Position Summary

The Arts & Sciences Academic Administration and Student Records Manager is part of the Academic Administration and Student Records Team, supporting daily course and student records tasks and communications. This position plays a critical role in ensuring day-to-day academic administration and student records operations in Arts & Sciences, the largest academic division at WashU in St. Louis. The manager's primary responsibility is to ensure the integrity, accuracy, and security of confidential academic records while providing superior customer service to students, faculty, and staff.

The manager works closely with the other team members on the Arts & Sciences Academic Administration and Student Records Team to provide effective and timely information and support to students, faculty, staff, and administration in Arts & Sciences and throughout the University. Areas for support and systems used may expand or change as the role develops.


Job Description


Primary

Duties & Responsibilities:



Student Records

• Create, coordinate, and manage accurate student records data (undergraduate and graduate) in the student information system, including managing student records updates according to be practices and school and University policy (including registration and degree requirement changes and student program updates such as drops, adds, withdrawals, overrides, independent studies, demographic and interdivisional information, etc.).
• Assist Arts & Sciences Academic Administration and Student Records team members with tasks, such as evaluating, updating, and managing all information related to student academic records, including the administrative registration of students in special and/or problematic situations, report data preparation and retrieval, etc.
• Evaluate and process grade changes, and support faculty in the posting of grades/grade changes.
• Audit and verify student academic records for compliance with Arts & Sciences policies.
• Maintain student electronic document files stored outside the student information system, including uploads, policy implementation, process ownership, and document verification.

Course Records

• Maintain integrity of Arts & Sciences departmental course records, including regularly auditing courses across all departments to ensure adherence with policies and procedures.
• Manage course section records and term-based scheduling details for Arts & Sciences courses, ensuring compliance with scheduling, curriculum, and room usage guidelines and policies..
• Oversee course section encoding, including pre- and co-requisite settings, clustered sections, course section overlaps, and enrollment caps, to achieve desired registration outcomes.
• Support registration activity for students in school and department programs and for school and department course offerings according to system deadlines and relevant policies.
• Work with special programs within the College Office to support course registration and records.
• Provide support to Arts & Sciences Curriculum Committee and the Office of Graduate Studies Advisory Council.
• Coordinate with the Office of the University Registrar to align with production calendars; maintain configurations appropriately; ensure faculty-approved curriculum updates, such as new courses and academic requirements, are encoded accurately and effectively in Workday; and ensure student registration access is properly configured.
• Address support requests and inquiries from instructors, students, and campus partners, including investigating and escalating them as necessary and in alignment with school protocols and the Office of the University Registrar and Workday Student Support Team support model.
• Educate departments on functionality within Workday.
• Provide support to Arts & Sciences Curriculum Committee and the Office of Graduate Studies Advisory Council.

Student Progress

• Create and provide documentation and reports for issues related to academic progress/probation, financial aid and billing, etc.
• Audit student records for registration accuracy and compliance, satisfactory academic progress, etc.
• Provide verifications for enrollments, degrees earned, academic standing, and other official student and course-based reports.
• Assist with the process to post test and transfer credits to student records.
• Monitor student records to ensure compliance with academic regulations and program requirements for graduation.
• Review student degree progress as well as program of study and academic records statuses to ensure academic requirements are accurate, reviewing, routing, and/or recording approved exceptions promptly and accurately in Workday.
• Ensure that eligible students receive information about applying for program completion, expected program completion dates are maintained properly, and academic standing records are updated appropriately and in a timely manner.
• Support the recording of test and transfer credit, accomplishments, practical learning activities, and test achievements as…