Student Records and Graduation Services Specialist - Office Registrar

Student Records and Graduation Services Specialist – Office of the Registrar

Position Category:
Academic Staff.

Employment Type:

Regular. Job Profile:
Stu Rcds & Curr Spec I (AE104).

The Student Records and Graduation Services Specialist delivers high‑quality service to students, faculty, staff, and the public while supporting the mission of the Office of the Registrar. This role oversees student registration, academic records systems, athletic academic certification, and all graduation and commencement processes. The Specialist ensures accuracy, compliance, and efficiency across these functions, including reviewing and certifying student‑athletes for competition and posting degrees.

The position supervises and trains student staff and continuously evaluates and improves processes to enhance service and operational effectiveness. As a collaborative member of the Registrar’s Office team, the Specialist works closely with colleagues to advance university goals, ensure excellent customer service, and support the overall success of the academic community. This position reports to the Assistant University Registrar.

• Oversee daily operations related to registration, academic records, grading, transcripts, and enrollment services.
• Supervise and train student staff to ensure accurate and efficient service delivery.
• Monitor and process grade submissions, academic standing updates, withdrawals, appeals, transfers, and transcript services.
• Respond to student, faculty, and staff inquiries regarding policies and procedures.
• Maintain compliance with university, state, and federal policies and regulations.
• Participate in training and develop working knowledge of university systems and regulations.
• Maintain accurate documentation and update internal procedures as needed.

• Coordinate and manage degree clearance processes in collaboration with academic departments.
• Review and process graduation applications, ensuring accuracy of records, fees, and honors.
• Interpret and explain Degree Audit requirements to students, faculty, and staff.
• Help communicate important graduation deadlines and requirements to students.
• Process degree verifications and oversee diploma ordering and distribution.
• Collaborate with Financial Services regarding holds and graduation‑related charges.

• Participate in Commencement planning and coordination.
• Assist with ceremony logistics, student participation processes, and program accuracy.
• Provide on‑site leadership during Commencement, overseeing student lineup and ticket distribution, and coordinating the Salute to Grads initiative in partnership with the university bookstore.

• Certify academic eligibility for student‑athletes in accordance with NCAA, conference, and university regulations.
• Evaluate continuing and transfer student‑athlete eligibility and maintain required documentation.
• Collaborate with Athletics, the Faculty Athletic Representative, and university leadership on compliance matters.
• Stay current on relevant athletic bylaws and communicate updates as needed.
• Develop working knowledge of NCAA, conference, and institutional policies.

• Provide professional and courteous service to students, faculty, staff, and the broader university community.
• Participate in staff meetings, committees, professional development, and special projects.
• Foster a collaborative, inclusive, and respectful work environment.
• Comply with applicable safety policies and training requirements.
• Support orientation, special projects, and additional duties as assigned.

University of Wisconsin‑Whitewater does not offer H‑1B or other work‑authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW‑Whitewater is not an e‑verify employer; therefore STEM extensions are not options for work authorization.

• Implements, interprets, and enforces instructional, professional, and legal standards and regulations…