Records Coordinator - Graduate Enrollment Services
Job Description
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.
Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
POSITION SPECIFICS
The J. Jeffrey and Ann Marie Fox Graduate School at Penn State is seeking a Records Coordinator within their Graduate Enrollment Services (GES) team.
Responsibilities: Primary responsibilities for this position include the following:
- Oversee all matters pertaining to a graduate student’s academic record from matriculation to graduation.
- Utilize university systems and digital tools to efficiently process a large volume of program requests such as doctoral committee formations, doctoral exams, adding minors and dual-title degrees, leave of absences, letters of certification; ensure specific requirements are met for specialized programs such as Integrated Undergraduate/Graduate and Joint Degree programs; review exception requests.
- Interpret and apply Graduate Council and Fox Graduate School policies and procedures with college program staff, faculty, and students
- Provide information, guidance, and training to program partners
- Collaborate with graduate program staff in colleges to ensure a seamless graduate student record experience; effectively communicate policy updates and process improvements
- Analyze and review graduate student records to confirm eligibility for conferral of degrees; collaborate with the Office of Theses and Dissertations for students that did not meet the final submission deadlines
- Assist with functions pertaining to the Fox Graduate School commencement ceremony
- Work on special projects in support of Graduate Enrollment Services
- Complete other records functions as determined by the Director of Graduate Records
Skills and Experience: Excellent interpersonal, organizational, oral and written communication skills are essential. Proficiency in Microsoft Office 365 is required. Requires excellent judgment in problem solving with a focus on solutions. Proficient in utilizing technology and data management platforms to track project milestones and optimize workflows, ensuring efficiency and alignment across all stakeholder groups. This individual must be able to meet tight deadlines while maintaining high quality and customer service standards. Experience working in higher education and using student information systems (e.g., PeopleSoft or LionPATH) is preferred.
The successful candidate will have strong attention to detail, ability to interpret policies, and analytical thinking.
Application: To be considered for employment, qualified individuals must submit their resume and a cover letter that includes a concise overview of their interest and experience relevant to the position.
Work Arrangement: The Fox Graduate School is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Bachelor's Degree 1+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $42,100.00 - $61,000.00.
Salary Structure - Information on Penn State's salary structure
Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.
CAMPUS SECURITY CRIME STATISTICS
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.
EEO IS THE LAW
Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.
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