The Academic Records Coordinator provides coordination and timely delivery of essential to the UMD campus and intra-campus University of Minnesota academic services. Ability to work in a fast paced environment, balance multiple priorities and use strong customer service skills of written, spoken and listening communication abilities supports successful, effective, and accurate work with a variety of stakeholders and partners including students, families, faculty, staff, and the general public. This position will coordinate ongoing delivery of the Office of the Registrar communications and design departmental communication strategies.
There is great opportunity for working creatively including designing, and implementing service improvements, and participating in the information gathering and testing of systems enhancements and upgrades. Daily use of fact-finding and problem solving skills accompanies the essential services of updating student records information, effectively delivering services and providing both internal and stakeholder training and documentation. The Academic Records Services Coordinator will help guide the team while independently analyzing, processing and delivering timely academic record services with the highest levels of record accuracy, reliability and usability.
Work collaboratively with the team and our partners to assess current and future needs, analyze and recommend policy, implement best practices, and support academic record and information compliance with policies and established practices, including quality control procedures and record audits. Provide ideas for service improvement. Participate in the information gathering and testing of systems enhancements and upgrades. Assist in service delivery including planning and documentation. Assist in the supervision of staff and student employees including mentoring and coordinating professional development.
Responsible for the processing and the management of integrated business processes including the identification and resolution of problems within one or more complex Registrar service areas. Specific examples include: coordination of degree clearance, academic records management and imaging and/or coordination of stakeholder communication.
Coordinate communications and communicate effectively in all delivery methods of communication (website, email, social media, etc.); provide quality assistance and services as a representative of the University of Minnesota Duluth and the Office of the Registrar.
Responsible for the analysis, testing and ongoing use of complex student information systems which support instructional and academic records, serve as an expert, recommend process improvements , participate in needs analysis and participate in testing and problem solving.
Work directly with a variety of stakeholders, including students, faculty, staff, administration and other institutions to review and implement best practices and policies.
Deliver consistent and accurate academic records including academic calendars within complex information systems and participate in regular audits.
Participate in special projects including the serving as back-up expert support in other major systems areas.
Collaboratively assess business processes, recommend policy/practices, implement best practices and deliver quality services; develop materials that illustrate processes, provide training and support.
Assist in the management of departmental operational calendars, schedule and monitor routine processes, analyze data and prepare reports.
Work with the faculty, staff and administration to ensure University compliance with institutional, professional, and legal standards and regulations related to academic records.
Directly supervise staff and/or student employees including mentoring.
Major Job Functions, Duties & Responsibilities: Responsibilities (45%)
Responsible for the ongoing delivery of core services in the area of academic or instructional records.
Independently manage large and complex record business processes using integrated computer information systems.
Provide student services and academic record support in PeopleSoft/Campus Solutions and related information systems for the following key information systems and business process areas; majors/minors and certificate management and degree clearance, non-degree admission services, academic records, special student population services, etc.
Analyze, review and recommend process improvements; understand, implement and continuously evolve best practices. Management responsibilities include creation, update, and audit of records to ensure accuracy and regulatory compliance.
Serve as an expert resource for students, faculty, staff and administration. Represent the Office of the Registrar on university committees; make recommendations for policy and practice changes based upon qualitative and quantitative data.
Coordinate the office communications (website, email, social media etc.), write copy and collaborate with other UMD communicators; directly communicate with students, families, faculty, staff, and the general public, and guide others in consistent, timely, and accurate professional communication.
Assist in the development and troubleshooting of academic calendars and the related business processes and communications.
Interpret and explain a wide range of policies, procedures and guidelines including the enforcement of the federal Family Educational Rights and Privacy Act and various other University and campus academic policies.
Assist in leading the team using both new and established processes to assure service integrity; guide others in the maintenance and use of internal documentation.
Develop and manage effective documentation and training materials; deliver ongoing training. Develop reports, flow charts, diagrams, and other supporting materials.
Functions & Roles (15%)
Independently identify, manage, report, and resolve issues associated with Registrar services.
Participate in business process discussions, testing and maintenance of complex, enterprise information systems to ensure accurate academic records and services.
Regularly use data analysis skills to inform decisions; use standard business tools (e.g. Google Workspace, Microsoft 365, etc.) to understand and present complex information.
Collaborate with other professionals within the University and throughout higher education including vendors.
Research and implement best practices for business process efficiency and effectiveness. Participate in special projects.
Knowledge and Development (5%)
Make recommendations for policy and practice changes based upon qualitative and quantitative data.
Recommend short and long term goals for the department; participate in the establishment of departmental objectives and policy in line with the campus and university mission; provide information regarding responsibility area(s) in support of the department budget preparation and management.
Actively participate in ongoing professional and personal development; maintain a broad understanding of the interrelated business processes across student administration areas
Utilize best practices in all areas including change management for efficiency and effective service excellence.
Perform on-going evaluation of work, establish performance benchmarks, and develop or enhance campus business process initiatives and requirements in line with departmental goals.
Maintain knowledge of and remain in compliance with federal, state, local regulations and professional standards.
Supervise staff and/or students; assign work and provide regular direction and mentoring.
Perform various personnel actions including hiring, performance evaluations, development, promotion, transfer, dismissal and salary recommendations.
Encourage teamwork, actively engage and support personal and professional development, effectively collaborate to manage operations, solve problems, enforce policy and effectively communicate.
Provide operational statistics and assist in the preparation of an annual report.
Perform other related duties incidental to the work described herein (5%)
BA/BS plus at least 4 years of related experience; often the senior-most individual contributor in a department to whom other more junior employees go to for technical guidance.
Demonstrated/documented strong organizational skills and attention to accuracy and detail
2 years demonstrated experience in a high volume transactional environment. Demonstrated skills to perform multiple tasks with consistently high accuracy; coordinate tasks to be completed by others, resolve and document both procedural and system problems.
2 years demonstrated experience in working with computer information systems and ability to analyze data; additional consideration given to demonstrated experience with educational data and various types of academic records and academic curriculum.
2 years demonstrated experience with stakeholder communication, writing, and management including digital sites and media
Demonstrated experience in the area of customer service including good listening, informed decision making, and the ability to handle a wide range of personalities, and situations.; ability to interact effectively with professionalism
Experience with Google Workspace tools, MS Word, Excel, PowerPoint, and electronic communication
Demonstrated ability to operate with a high level of independence, routinely making critical decisions and exercising sound judgment
Demonstrated ability to effectively present materials and ideas to large groups
Demonstrated leadership in a setting of required collaboration and teamwork.
Demonstrated commitment to equal opportunity and ability to work with and engage others from different backgrounds and cultures.
Knowledge of academic records, Campus Solutions/PeopleSoft student administration (Oracle), Ad Astra Academic Scheduling, degree audit and transfer credit systems (DARS/DARwin, TES, U.Select), University of Minnesota's APLUS, or other related integrated systems.
Internal Number: 340386
About University of Minnesota, Duluth
The University of Minnesota Duluth integrates liberal education, research, creative activity, and public engagement and prepares students to thrive as lifelong learners and globally engaged citizens.