Registration & Records Coordinator

VILLANOVA UNIVERSITY; Rosemont (PA); On-site; USD 35,000 - 50,000; Full time

Job summary

VILLANOVA UNIVERSITY is seeking a Registration & Records Coordinator to oversee grade changes and maintain student records. The role involves working closely with faculty and ensuring accurate record-keeping in the Registrar's Office.

Ideal candidates should have at least two years of office experience and strong organizational skills. Proficiency in Microsoft Office and familiarity with student information systems is preferred. Join us in supporting academic success within our vibrant university community.

Qualifications

• At least two years of office experience is required.
• Strong knowledge of standard computer applications.
• Familiarity with technology-based communication mediums required.

Responsibilities

• Manage and monitor the grade change process.
• Assist faculty in entering grades and grade changes.
• Post updates to student records beyond coursework.

Skills

Excellent organizational skills

Strong interpersonal and communication skills

Advanced skills in Microsoft Excel

Ability to work independently

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft 365 Office

Banner Student Information System

Job description

Registration & Records Coordinator

The Record and Registration Coordinator (RRC) is responsible for the maintenance and application of all grade changes, assisting faculty with entering grades and the grade change workflow. The RRC oversees both credit and non-credit grade changes and entry, monitors missing grades, incomplete grades, academic bankruptcy, and other grade review as needed. The RRC serves as a team member for Academic Scheduling, Curriculum and Registration, and is an important member of the Registrar Office’s Student History team, entering non-course comments on transcripts, troubleshooting issues with transfer/AP credits, assisting with graduation processes, and maintaining accuracy in all records.

Responsibilities

Grading

• Manages and monitors the grade change process both online and via paper forms, including incomplete grade updates.
• Trains and assists faculty, chairs and associate deans with approval functions, monitors the system to see if changes are waiting to be applied, and enters and verifies the data through the Banner Student Information System (SIS).
• Verifies approvals and effective dates of paper form grade changes, enters and verifies the data through the SIS, and stores the information in the document management system.
• Prepares and distributes special grade reports upon request by University departments and individual students.
• Discusses grade report questions and investigates problems for students and faculty.
• Assists Senior Associate Registrar with grade maintenance and monitoring, rolls grades to history based on grading schedule in the SIS, and collaborates on processing missing and incomplete grade reports.
• Works with the calendar team to incorporate grade due dates for all parts of the term and incomplete deadlines into the official academic calendar and the office production calendar.
• Assists the Assistant Registrar of Professional Education with monitoring non-credit grade entry, incomplete grade processing, and grade changes.
• Processes AP credit postings for first-year students onto their records in conjunction with the Associate Registrar.
• Processes transcript comments and non-course requirements as requested by departments under the direction of the Senior Associate Registrar.

Student Record Maintenance

• Functions as a secondary contact with departments for transfer credit posting, answering questions and providing solutions in these areas.
• Assists the Senior Assistant Registrar of Student History in monitoring and periodic audit of transfer credit records.
• Posts updates to student records that extend beyond coursework, such as recognition of completion of additional degree requirements, honor society induction and participation, and other academic activities required to be posted to transcripts and the permanent record.

RO Team Participation

• Supports the Student History team as needed for graduation processes.
• Serves as a member of the Academic Scheduling team to assist with data checks for course offerings and processing academic space changes in the Venue VU/academic space management tool.
• Assists with troubleshooting registration issues related to add/drop and course withdrawals, and processes registration requests from departments.
• Serves as a back-up in answering general emails and meeting with walk-in students, families or instructors.
• Assists with the course scheduling of first-year students under the direction of the Associate Registrar.
• Assists with processing curricular change requests and maintenance of student attributes under the direction of the Associate Registrar.
• Assists with preparing degree audits for NCAA certification in conjunction with the Senior Assistant Registrar.

Minimum Qualifications

• High school diploma or equivalent required.
• At least two years of office experience.
• Excellent organizational skills, orientation toward detail, and an ability to maintain the highest level of accuracy.
• Ability to work independently under general supervision.
• Strong interpersonal and communication skills, with the ability to communicate effectively, both orally and in writing.
• Strong knowledge of standard computer applications, including Microsoft 365 Office products, and advanced skills in Microsoft Excel for data management.
• Proficiency with technology-based communication mediums such as Teams or Zoom.
• Basic familiarity with PC, copier, fax, scanner, and other office machines.

Preferred Qualifications

• Bachelor’s degree preferred.
• Three to five years of office experience, preferably in a Registrar’s Office or university administration setting.
• Familiarity with Villanova processes, policies, and systems is a plus.
• Background in college-related work and familiarity with the Banner Student Information System are helpful.
• Clear understanding of privacy issues and records security, including FERPA.

Villanova is an equal‑opportunity employer and seeks candidates who understand, respect, and can contribute to the University’s mission and values.