About this role
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.
Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
POSITION SPECIFICS
The Smeal College of Business Office of Undergraduate Education (UGE) is seeking a detail-oriented, adaptable, and service-driven individual to join our team as an Academic Records Coordinator. This role primarily supports the Enrollment Management Team’s processes related to Smeal Direct as well as daily operations for the Smeal Student Records Office. The position requires extensive communication with students, staff, faculty, and University partners to maintain accurate academic records. The Academic Records Coordinator will be filled at the Intermediate Support or Senior Support level, depending on education and experience.
Key Responsibilities
Graduation & Records Management
Process concurrent majors and Accounting Dual Track requests
Manage graduation tasks for over 2,000 students
Review degree audits and approve students for graduation
Track graduation issues and communicate with students and advisers
Apply or remove students from graduation lists
Distribute distinction cords
Provide verification and invitation letters
Attend University meetings related to graduation
Generate daily LionPATH reports related to records processes
Academic Records & Advising Support
Process Education Abroad transcripts
Make adjustments to degree requirement reports
Handle Grade Forgiveness and 3rd Course Attempt forms
Assign advisers for incoming students, Schreyer Scholars, and major changes
Maintain adviser caseloads and assign faculty mentors
Respond to general Student Records inquiries and emails
Communicate with students on issues regarding Student Records
Policy & Compliance
Perform disciplinary checks and ensure proper procedures
Respond to FERPA-related inquiries and assist with release forms
Approve and update student records for Entrance to Major, changes in plan, exceptions, substitutions, and waivers
Ensure adherence to academic policies and procedures
Monitor timelines and key dates for University and College processes affecting Student Records
Administrative & Team Collaboration
Greet and assist students and visitors
Image, index, and file student records using the Document Imaging System
Prepare paper files for storage, archiving, or destruction
Serve on work teams within UGE for process improvement
Collaborate with the Enrollment Management Team to enhance processes related to the Smeal direct admit model
Collaborate with other units and departments within Smeal and across the University for communications
Qualifications
Strong interpersonal, verbal, and written communication skills
Excellent organizational and customer service abilities
Attention to detail and ability to manage multiple projects simultaneously
Team-oriented and self-motivated
Proficiency in Microsoft Office (Word, Access, Excel, PowerPoint) is required.
Experience working with a student portal (e.g., LionPATH) is preferred.
For full consideration, applicants will need to submit a resume/CV and cover letter when applying.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
If filled as Academic Records Coordinator - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None If filled as Academic Records Coordinator - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $34,800.00 - $55,500.00.
Salary Structure - Information on Penn State's salary structure
Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.
CAMPUS SECURITY CRIME STATISTICS
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.
EEO IS THE LAW
Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.
Other facts
About Penn State University
The Applied Research Laboratory at Penn State University is an integral part of one of the leading research universities in the nation. ARL-Penn State supports national security, economic competitiveness, and quality of life through Education; Scientific discovery; Technology demonstration; and Transition to application. As a designated University Affiliated Research Center (UARC), ARL-Penn State conducts essential research, development, and systems engineering in support of our nations priorities free from conflict of interest or competition with commercial industry.
What you'll do
- The Academic Records Coordinator supports the Enrollment Management Team and manages graduation tasks for over 2,000 students, ensuring accurate academic records. This includes processing requests, communicating with students and advisers, and maintaining compliance with academic policies.
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