Academic Records & Work Placement Coordinator

Harrisburg University of Science and Technology; Harrisburg (Dauphin County); On-site; USD 42,000 - 63,000; Full time

Job summary

Harrisburg University of Science and Technology is seeking an Academic Records and Work Placement Coordinator to support academic programs and students by managing courses, maintaining student records, and coordinating work placement requirements.

The role ensures FERPA compliance, facilitates communication among students, faculty and university offices, and oversees enrollment processes from matriculation to graduation.

Qualifications

• Bachelor's degree or equivalent work experience.
• Two years of higher education experience preferred.
• Proficiency in Microsoft Office, especially Excel and document merging.

Responsibilities

• Communicates policies and procedures to students, faculty, and administration.
• Develops term schedules and creates courses in the student information system (SIS).
• Support students with registration and manage all related enrollment processes.
• Record timely information to student records accurately and in accordance with institutional policies, and tracks degree requirements.
• Support students in all student system processes and related procedures from matriculation to graduation.
• Create and maintain procedures in alignment with Records and Registration policies and institutional academic operations guidelines.
• Manage support request submissions and associated forms and processes for students, including document storage, and develop academic calendars and timelines for recurring communication.
• Manage the collection, submission, and maintenance of student work placement documentation to ensure accuracy and completeness.
• Evaluate work placement requests for alignment with academic programs, collaborating with program leads to determine approvals.
• Communicate work placement requirements and provide related guidance to students.
• Complete the final step in processing project and internship contracts by verifying documentation, updating student records, and ensuring registration for the associated class.
• Manage educational and credential verification services on behalf of the University Registrar, including verification and authentication of official transcripts, diplomas, degrees, and other academic documents; prepare and issue documents bearing the University seal and authorized signatures; coordinate notarial services and support state and international authentication/Apostille requirements while maintaining the security, confidentiality, and integrity of official university records.

Skills

Microsoft Office

Spreadsheets

Document merging

Verbal communication

Written communication

Customer service

Record keeping

Time management

Multitasking

Independent work

FERPA compliance

Education

Bachelor's degree or equivalent

Two years higher education experience

Tools

Student information systems

Learning management systems

Job description

Position Summary

The Academic Records and Work Placement Coordinator administratively supports academic programs and students by managing courses, maintaining student records, and facilitating communication among stakeholders.

In addition, this role is accountable for managing and supporting the work placement requirements of students, ensuring compliance with university policies, and facilitating communication between students, faculty, and relevant university offices.

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Key Accountabilities

• Communicates policies and procedures to students, faculty, and administration.
• Develops term schedules and creates courses in the student information system (SIS).
• Support students with registration and manage all related enrollment processes.
• Record timely information to student records accurately and in accordance with institutional policies, and tracks degree requirements.
• Support students in all student system processes and related procedures from matriculation to graduation.
• Create and maintain procedures in alignment with Records and Registration policies and institutional academic operations guidelines.
• Manage support request submissions and associated forms and processes for students, including document storage, and develop academic calendars and timelines for recurring communication.
• Manage the collection, submission, and maintenance of student work placement documentation to ensure accuracy and completeness.
• Evaluate work placement requests for alignment with academic programs, collaborating with program leads to determine approvals.
• Communicate work placement requirements and provide related guidance to students.
• Complete the final step in processing project and internship contracts by verifying documentation, updating student records, and ensuring registration for the associated class.
• Manage educational and credential verification services on behalf of the University Registrar, including verification and authentication of official transcripts, diplomas, degrees, and other academic documents; prepare and issue documents bearing the University seal and authorized signatures; coordinate notarial services and support state and international authentication/Apostille requirements while maintaining the security, confidentiality, and integrity of official university records.

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EXPECTATIONS OF ALL STAFF

• Applies best efforts and full capability each day to the work assigned by their manager.
• Advises the manager when:
  • An assignment is not understood.
  • An assignment conflicts with knowledge of the circumstances, current skills, or available time/resources.
  • Obstacles to completing the assignment exist or are likely to occur.
  • Opportunities to better complete or improve the assignment exist or may occur.
• Understands and demonstrates our cultural expectations.

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Minimum Role Requirements

• Bachelor's degree or equivalent work experience.
• Two years of higher education experience preferred.
• Excellent computer skills, including knowledge of Microsoft Office, spreadsheets, and document merging.
• Strong verbal and written communication skills, customer service, record keeping, and attention to detail.Ability to work independently, think ahead, multitask, and possess excellent time management and organizational skills.
• General understanding of federal, state, and local regulations as they apply to student records (i.e., FERPA, HIPAA, PDE, etc.) and best practices related to academic policies and procedures.
• Proficiency in Windows and Microsoft Office computer systems, student information systems, online student support tools, and learning-management systems and workflows.
• Ability to manage online student records and documentation in compliance with FERPA and institutional confidentiality standards.

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WORK HOURS

The university work week is Sunday through Saturday. Most employees are expected to work within the core hours of 8:00 am to 5:00 pm, Monday through Friday. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings, and may be required to work overtime.