Records & Registration Specialist

Edgewood University; Madison (WI); On-site; USD 42,000 - 64,000; Full time

Job summary

Edgewood University in Madison, WI seeks a Records & Registration Specialist to support accurate enrollment, progression, and compliance across the student lifecycle. Under supervision, this role ensures timely processing of changes and maintains confidentiality of academic records.

The position serves students, faculty, and campus partners by handling enrollment, grades, records, and registration system inquiries with a focus on accuracy and service excellence.

Qualifications

• Associate's degree required; Bachelor's degree preferred.
• Minimum 1 year of experience in higher education administration or records-related work.
• Experience with student information systems and electronic records.
• Ability to work collaboratively in a fast-paced, deadline-driven environment.

Responsibilities

• Process course enrollment transactions and registration adjustments per policy and deadlines.
• Process student status changes such as withdrawals and leaves of absence.
• Monitor enrollment activity for accuracy; resolve routine discrepancies.
• Support registration periods and assist with capacity issues and prerequisite overrides.
• Maintain and update student records with high accuracy and ensure FERPA compliance.

Skills

Attention to detail

Customer service

Communication

Interpersonal skills

Policy interpretation

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Job description

Under the general supervision of the Registrar and senior Registrar leadership, the Records & Registration Specialist is responsible for performing core student records and registration functions that support accurate enrollment, academic progression, and compliance throughout the student lifecycle. This position serves as a front-line operational role within the Office of the Registrar, ensuring the timely processing of registration changes, the maintenance of academic records, and the updating of student status while upholding the integrity, confidentiality, and security of academic records.

The Records & Registration Specialist plays a key role in supporting undergraduate and graduate students, faculty, and campus partners by executing established registrar procedures, resolving routine records issues, and providing responsive service related to enrollment, grades, records, and registration systems.

Responsibilities:

• Process course enrollment transactions, including additions, drops, withdrawals, and registration adjustments, in accordance with academic policy and deadlines.
• Process student status changes, including withdrawals, leaves of absence, and re-admissions.
• Monitor registration activity for accuracy and compliance; resolve routine enrollment discrepancies.
• Support registration periods by assisting with capacity issues, prerequisite overrides, and student inquiries in coordination with Registrar leadership.

Academic Records Maintenance

• Maintain and update student academic records with a high degree of accuracy and attention to detail.
• Process grade changes, academic standing updates, and related record corrections.
• Ensure proper documentation and imaging of academic forms and transactions in the student information system.
• Maintain confidentiality and compliance with FERPA and institutional policies at all times.

Student Records Transactions & Support

• Respond to student, faculty, and staff inquiries regarding registration, enrollment status, grades, and academic records.
• Support undergraduate student registration processes, including UpGrad student support and registration assistance.
• Verify enrollment status and academic records for internal and external requests as assigned.
• Assist with transcript verification and routine records validation.

Systems Support & Operational Assistance

• Perform routine student information system (Jenzabar) transactions related to records and registration.
• Assist with testing, audits, and data validation as directed by Registrar leadership.
• Provide back-up support for other registrar operational functions during peak periods.

JOB QUALIFICATIONS

Necessary Education or Work Experience:

• Associate's degree required; Bachelor's degree preferred.
• Minimum of 1 year of experience in higher education administration, student services, or records-related work preferred.
• Experience working with student information systems and electronic records.
• Demonstrated ability to work collaboratively in a fast-paced, deadline-driven environment.

Required Knowledge and Skills:

• Strong attention to detail and commitment to data accuracy.
• Excellent customer service, communication, and interpersonal skills.
• Ability to interpret and apply academic policies and procedural guidelines.
• Proficiency with Microsoft Word and Excel.

Other Qualifications:

Edgewood University, a Catholic university sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence - the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the University by working with faculty, staff and students to share in our core values - truth, compassion, justice, partnership, and community.

Must be authorized to work lawfully in the United States without Employer Sponsorship.

Equal Opportunity Employer