Department Coordinator II

UofL; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

The University of Louisville Registrar's Office seeks a Department Coordinator II to deliver outstanding customer service to the university community, handling transcript requests and registration tasks using PeopleSoft, OnBase, and the National Student Clearinghouse.

You will oversee course registrations, drops/adds, withdrawals, and tuition calculations while ensuring accuracy of student records and FERPA compliance. Cross-training and stakeholder collaboration are expected.

Qualifications

• High School Diploma/GED required; 2+ years of relevant experience or equivalent.
• Experience handling transcripts, registrations, and academic records preferred.
• Familiarity with FERPA policies and confidentiality requirements.
• Proficiency with PeopleSoft or similar student information systems.

Responsibilities

• Provide excellent customer service to students, alumni, faculty, and staff via phone or in person.
• Process transcript requests via multiple channels (phone, web, fax, mail).
• Oversee and input student registrations for courses, drops/adds, and withdrawals; recalculate tuition as needed.
• Review and correct academic records (transfers, repeats, honors, and actions).
• Respond to visiting student requests and verify enrollment and residency status.
• Collaborate with university stakeholders and cross-train with Registrar's Office functions.

Skills

Customer service

Data entry

Communication

Education

High School Diploma/GED

Tools

PeopleSoft

OnBase

National Student Clearinghouse

Job description

Department: Location: Belknap Campus Time Type: Full time Worker Type: Regular Job Req ID: R109405 Minimum Requirements: High School Diploma/GED and a minimum of two (2) years of relevant experience or an equivalent combination of education and experience.

Position Description

The University of Louisville Registrar's Office is seeking to hire a Department Coordinator II. Position will povide excellent customer service to all students, alumni, faculty, staff, and the University community via phone or in person for all inquiries to the Registrar's Office. Assist and process requests for transcripts in person, by phone, web, fax, and mail utilizing PeopleSoft, OnBase, hard-copy records, or the National Student Clearinghouse. Oversee and input student registration for course requests, including drops/adds, withdrawals, and grade status changes; recalculate tuition for additional charges or refunds; correctly determine student eligibility for re-enrollment, including residency status. Process record changes and review student academic records for accuracy (grade authorization forms, transfer credit and credit by exam, repeated courses, bankruptcies/FreshStarts, academic actions, and honors and awards). Respond and complete requests for all visiting student letters, verifications of enrollment/degree, and other miscellaneous forms in compliance with Federal and University guidelines, as well as adhering to all FERPA policies in regard to the release of student information. Accept and verify completed applications for Petitions to Determine Residency Status. Interconnect with University stakeholders concerning the Registrar's Office (and the University as a whole) in regard to deadlines and policies/procedures, including revisions, academic calendars, addresses, emergency contacts and referrals. Cross-train with coworkers on other Registrar's Office functions and adhere to 'best practices'.

Essential Duties and Responsibilities

• Provide excellent customer service to any individuals who contact the Registrar's Office, whether it be in person or via phone. Answer and assist with inquiries for transcript requests in person, by phone, web, fax, and mail. Research information for student identification validity; enter accurate information into PeopleSoft (or, if retrieving records prior to 1982, utilize OnBase or hard-copy records). Log information pertaining to those completed prior to 1982. Follow transcript-specific mailing procedures. Review transcript for accuracy. Collect/post transcript fees, if applicable. Balance receipts daily. Retrieve optional ordering of transcripts via the National Student Clearinghouse by accessing the website to locate requests. Determine appropriate attachment (upload/download) and process accordingly.
• Oversee student registration by analyzing and resolving problems in person, by phone, web, fax, and mail. Enter data accurately into the student system for course requests, including drops/adds, withdrawals, and grade status changes. Recalculate tuition for additional charges or refunds. Correctly determine student eligibility for re-enrollment, including residency status. Clearly communicate process to students and make referrals to the Office of Admissions for new applications when appropriate.
• Process record changes and review student academic records for accuracy, including grade authorization forms, transfer credit and credit by exam, repeated courses, bankruptcies, term academic actions, honors and awards, and students participating in the Fresh Start program.
• Respond to all requests received in person, by phone, web, fax, or mail. Accurately process visiting student letters for upcoming semesters and set service indicator for future review. Ensure accurate completion of forms (provided by requestor - i.e. employers, licensing agencies, lenders, insurance companies, landlords, other universities, and UofL departments/schools) in compliance with Federal and University guidelines, as well as adhering to FERPA policies in regard to the release of student information. Log information pertaining to these completed requests via fax and mail for enumeration.
• Accept completed residency petition applications from students and verify that student has entered and attached all required supporting documentation. Ensure handoff of PDRS packet to Residency Petition officer/associate.
• Successfully interconnect with university stakeholders concerning the Registrar's Office (and the University as a whole) in regard to deadlines and policies/procedures, including revisions, academic calendars, addresses, emergency contacts and referrals.
• Participate in Training and Development sessions offered by the Registrar's Office, Human Resources, Student Services, and the Kentucky Association of Admission and Registration Officers (KACRAO) to keep current with office and University procedures, learn new technology, and maintain and enhance customer service and team-building skills. Successfu