Records Coordinator - Office of Academic Services - Penn Engineering - University of Pennsylvania

University Overview


The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.




Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.




The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.








Posted Job Title

Records Coordinator - Office of Academic Services - Penn Engineering





Job Profile Title

Administrative Coordinator





Job Description Summary

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/


The Records Coordinator plays a vital role in supporting undergraduate and graduate (on-campus and online) registrar-related processes for Penn Engineering’s registrar team within the Office of Academic Services (OAS). Reporting to the OAS Operations team lead, the coordinator work closely with the Registrar and Assistant Registrar to ensure accurate management of student records, seamless processing of forms, and efficient execution of essential academic functions. This role also involves maintaining compliance with academic policies, providing timely and professional responses to student inquiries, and supporting key academic deadlines and milestones. Success in this position requires strong organizational skills, attention to detail, and a commitment to excellence, offering a rewarding opportunity to contribute in an innovative higher education community.





Job Description


Job Responsibilities





Form Processing and Record Collection

+ Form Processing: Handle form submissions, especially during peak academic periods. Forms may include:

+ Independent Study Application registration

+ CPT Independent Study Application registration

+ Time Conflict Requests

+ Application for Individualized Major

+ Petition approval requests (e.g., late add/late drop)

+ Data Collection and Reporting: Work with departments and programs to collect data for areas such as course scheduling, course evaluations, expected graduates, registration results, missing grades, and more.






Student Record Management, Maintenance, and Updating

+ Student Records: Update student records for both undergraduates and graduates, addressing a high volume of data updates, including changes to expected graduation dates and processing financial adjustments for student bills (e.g., refunds due to drops or leaves). Maintain both electronic and paper records, and ensure accurate archiving of records after student separation (five-year retention).

+ Advisor Data Management: Assist in uploading advisor information into Banner and support other student record-related updates as needed.






Inquiry Response, Communication, and Customer Service

+ Form Processing Inquiries: Respond to high volumes of inquiries related to form processing, particularly near deadlines.

+ Support Services: Provide timely responses to student, faculty, and administrative queries, ensuring clear communication and follow-up on issues related to registration and records. Assist in the management of a shared registrar inbox, including triaging and routing requests and inquiries.

+ Assist the Registrar team with mass communication outreach to students, faculty, and staff as well as individual outreach efforts.






Graduation and Compliance Support

+ Graduation Support: Assist with graduation audits, ensuring that all requirements are met for both undergraduate and graduate students.

+ Award Processing: Coordinate the awarding of program or departmental certificates and degrees 3 times a year (May, August, December).

+ Enrollment and Compliance Monitoring: Track zero enrollments and under-enrollment for each term, particularly affecting graduate students. Monitor and manage unofficial withdrawals processed by the Office of the University Registrar at the end of each term.







Qualifications

+ Bachelor's degree and one to two years of related experience, preferably in higher education in registrar or student services roles, or an equivalent combination of education and experience.

+ Proficient with Google Workspace and able to adapt to new tools and technologies.

+ Demonstrated organizational and planning skills to set work priorities under the pressure of deadlines.

+ Demonstrated personal and professional initiative, flexibility, and careful judgment.

+ High attention to detail and confidentiality.

+ Excellent oral and written communication skills.

+ Ability to work independently and as a team member.

+ Master's degree in higher education administration, student affairs, or a related field is strongly preferred.

+ Experience with student information systems, such as Banner, preferred.




.


Please submit a cover letter with your resume.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

School of Engineering and Applied Science





Pay Range

$20.45 - $30.00 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.




Equal Opportunity Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.




Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.




University Benefits

+ Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

+ Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

+ Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

+ Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

+ Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

+ Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

+ Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

+ University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

+ Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

+ Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

+ Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

+ Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.