University Overview The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023. Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play. The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more. Posted Job Title Associate Registrar, Student Records Office Job Profile Title Associate Director C, Student Services Job Description Summary At the Penn Graduate School of Education (Penn GSE), we believe in the power of education. We believe there is no greater force for building communities, bridging barriers, improving lives, and healing society. We bring our ideas, our identities, our ambition, and our commitment to a place where a diverse network of researchers, educators, counselors, leaders, and changemakers is unafraid to question what it means to educate. The Student Records Office at Penn GSE maintains GSE student’s academic records and provides services for students, faculty, and staff in the areas of academic policy creation and enforcement, enrollment services, school operations management, course rostering and registration, degree clearance, transfer credit evaluation, reporting, training and stewardship of systems, optimization of processes, and student records management. The Associate Registrar provides a high level of support to the GSE Registrar and community by overseeing day-to-day operations and developing timelines and processing schedules for the academic year, providing training and support to faculty and staff on systems, leading GSE systems registration for executive education and specific instances in residential programming, maintaining and acting as a primary steward of digital student records and files, managing the tracking and documentation of non-course requirements for all degree programs, scheduling doctoral oral and final defense hearings, performing graduation audits and analysis of expected graduation reports, coordinate course rostering and classroom scheduling, providing services for current and former students, participating in planning, training and implementation of optimization and new systems projects, and providing ongoing evaluation and suggestions for improvement of Student Records practices and procedures. Additionally, the Associate Registrar will oversee the work of the Student Records Coordinator, and the position leads/manages projects and initiatives that require marshaling resources, setting deadlines, and leading staff across GSE. The role requires competency to manage multiple initiatives, processes, and differentiating priorities daily. The position combines an expectation of technical acumen with outstanding customer service skills for all members of the Penn GSE community and our collaborators at Penn. The purpose of the position is to not only provide outstanding service to Penn GSE, but also to create and improve processes and protocols to establish efficiencies, compliance, and updates to align with competitors and best practices in the field. Job Description Responsibilities + Act as the primary support of the day-to-day operations of the GSE Student Records Office. Interface with students, staff, and faculty to answer questions and assist with challenges regarding academic policies and procedures, course registration, classroom requests and scheduling, general information requests. The primary contact responsible for managing SRO shared email and general SRO office telephone number. Primary backup to Registrar in all functions, meetings, issues, etc. that arise when Registrar is unavailable. Evaluate current operations to determine areas for greater efficiency and use of technology. Streamline current operations as appropriate. Assist with the building and management of additional web forms, workflows, etc. to modernize, digitize, and optimize SRO and GSE functions. Collaborate with initiatives brought forth by central offices to ensure compatibility with GSE processes, protocols, and expectations. + Co-coordinate classroom scheduling across four GSE buildings for course offerings and special events. Work collaboratively with the Office of the University Registrar (OUR) and Classroom Technology services to ensure that all requests are met within a timely manner following established policies and procedures. Build and maintain course rosters in CLSS. Evaluate scheduling to optimize room utilization and maximize student choice. Uphold Penn and GSE policies, procedures and best practices related to scheduling and facility utilization. Lead the registration process for executive education, continuing education, and professional learning programs registration and provide critical support for the management of enrollment for residential programs. Ensure that students are registered into proper sections, issue high-level permits for students in special circumstances and support program managers and coordinators during registration and scheduling cycles. + Co-direct with Registrar the collaboration with academic divisions to ensure students applying for graduation have met all necessary degree and program requirements. Manage graduation applications, collaborating with central to ensure the complete applicant pool. When the evaluation of prospective graduates is complete, confer the students in Pennant and move students who were not cleared onto the next term. Work with doctoral support staff to secure all final hard or digital copies for graduating GSE doctoral students; send them to the university library for binding and storage. + Lead the process of tracking and collecting students’ dissertation committee formation requests, oral, final defenses, and Masters ballots. Update student records in Pennant and ensure non-course requirements are displaying properly in downstream systems (DegreeWorks, unofficial transcripts, etc.). Oversee the GSE event calendar and bulletin board with hearing/defense dates. Oversee dissertation committee requests and defense ballots through the workflow system, following up with stalled submissions as necessary. Manage, improve, and build workflows and collaborate with IT for optimization, troubleshooting, etc. + Provide training to program managers, faculty, and students on systems and procedures to ensure efficient and complete data collection necessary for student records. Audit student data reports to ensure student records and registration are accurate. Work with programs to ensure data accuracy and maintain standards and timelines for information critical to student record processes. + Uphold the utmost discretion to directly update and evaluate official student records in multiple systems, including but not limited to registration actions, advisor updates, and expected graduation dates. Act as a primary resource for student records, assisting with issuing data reports, troubleshooting issues, and providing context to programs and students to answer questions and provide support. + Lead, manage, and mentor Student Records Coordinator. Provide development opportunities, coaching, and performance feedback. Communicate priorities and objectives for daily operations and long-term planning. Oversee work and provide direction. + Support the strategic operations, implementation, and improvements to processes and protocols of the Student Records Office. Update process and support documentation regularly to clarify how students, faculty, and staff should operate various tasks and processes in Penn’s various systems and applications. + Perform additional duties as assigned. Qualifications ESSENTIAL: + A Bachelor's degree and 3-5 years of experience, or equivalent combination of education and experience. + Attention to detail, strong organizational skills, the ability to work both independently and collaboratively, and excellent customer service skills. + Ability to work under deadlines, possess long-term planning skills, and implement strategies for improvement. PREFERRED: + Familiarity with Penn and/or understanding of major research setting a plus. + Experience with Penn’s Next Generation Student Systems (NGSS), Business Objects (data warehouse), Path@Penn, Banner, Pennant, Degreeworks, BP Logix, Curriculum Manager (CIM/CM), and Courseleaf Student Scheduler welcomed. *All applicants must submit a cover letter to be considered. Expected Salary Range: $70,000 - $75,000, commensurate with experience. Penn GSE actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities, to apply. Job Location - City, State Philadelphia, Pennsylvania Department / School Graduate School of Education Pay Range $51,824.00 - $75,000.00 Annual Rate Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class. Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job. University Benefits + Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars. + Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions. + Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard. + Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be. + Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting. + Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance. + Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally. + University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free. + Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks. + Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures. + Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements. + Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household. ​ To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.