Penn State Job Catalog

The defined natural career progression within or between job profiles.

University Registrar

The University Registrar Specialist works within the Office of the University Registrar and guides students, faculty, and staff across the University through the academic policies and procedures related to student academic record maintenance; guides students in the processing of academic actions including transcript requests, enrollment verifications, degree changes, student information changes; builds and updates course catalog specifications including course controls, course attributes, course prerequisites, responsible for classroom and exam scheduling; confers degree for graduation and processes diploma orders, analyzes and monitors degree audit reporting system and processes; applies specialized certification knowledge to degree audit reviews; monitors and updates the degree audit system, works with the student athlete certification review.

• Implement and advise on policies, procedures, and activities pertaining to student records; serve as a resource related to student and academic records; provide guidance and resolution for customers including students, families, faculty, staff, and leadership
• Evaluate credentials and maintain academic records including academic actions such as course registration, enrollment, personal information changes, grades, degree level changes, course changes, honors notations, and GPA calculations
• Process and upload report to National Student Clearinghouse for all students university wide; ensure accuracy and follow rules for reporting enrollment, withdrawals, and graduation
• Build, maintain, and update course enrollment controls, attributes, prerequisites, and reporting; coordinate final exam and events scheduling process; receive and process course schedule requests from departments; guide departmental staff in using scheduling systems
• Evaluate, process, and distribute transcript requests, enrollment verification requests, and diploma or certificate requests for all academic units/careers and campuses
• Process and evaluate re-enrollment, withdrawal, add/drop, course cancellation, leave of absence, and nondegree forms
• Analyze, monitor, and encode the degree audit reporting system and databases; analyze curriculum changes to determine impact on the degree audit system; work closely with University Faculty Senate when implementing new and changed curriculum programs
• Scan, index, and review student and academic documents for electronic storage
• Prepare the student athletic certification processes; evaluate and review progress forms and confirm degree audit accuracy; evaluate and analyze athletic eligibility certifications, including percentage towards degree, credit, and GPA rules; apply athletic conference regulations
• Analyze student records for University President Awards; validate student records for honor societies as well as club sport requirements
• Compile data from University records systems; generate and analyze reports
• Ensure accuracy of course data; research course information; coordinate with external offices, and verify accuracy of data
• Research, load, merge, and verify historical transcript records
• Organize and direct the workflow of information entered and removed from University-wide student information systems; address discrepancies/issues; serve as a subject matter expert in records systems
• May supervise staff members, including hiring, development, and performance management

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 6
• Minimum – $42,100.00
• MidPoint – $51,600.00
• Maximum – $61,000.00