Student Records and Graduation Services Specialist - Office of the Registrar

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Position Title:

Student Records and Graduation Services Specialist - Office of the Registrar

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Stu Rcds & Curr Spec I

Job Duties:

Attention:

The Office of the Registrar at the University of Wisconsin-Whitewater seeks a Student Records and Graduation Services Specialist (Student Records and Curricular Specialist I, AE104).

Position Summary:

The Student Records and Graduation Services Specialist delivers high-quality service to students, faculty, staff, and the public while supporting the mission of the Office of the Registrar.

This role oversees student registration, academic records systems, athletic academic certification, and all graduation and commencement processes. The Specialist ensures accuracy, compliance, and efficiency across these functions, including reviewing and certifying student-athletes for competition and posting degrees.

The position supervises and trains student staff and continuously evaluates and improves processes to enhance service and operational effectiveness.

As a collaborative member of the Registrar’s Office team, the Specialist works closely with colleagues to advance university goals, ensure excellent customer service, and support the overall success of the academic community.

This position reports to the Assistant University Registrar.

Responsibilities:

Student Records and Registration Management

• Oversee daily operations related to registration, academic records, grading, transcripts, and enrollment services.

• Supervise and train student staff to ensure accurate and efficient service delivery.

• Monitor and process grade submissions, academic standing updates, withdrawals, appeals, transfers, and transcript services.

• Respond to student, faculty, and staff inquiries regarding policies and procedures.

• Maintain compliance with university, state, and federal policies and regulations.

• Participate in training and develop working knowledge of university systems and regulations

• Maintain accurate documentation and update internal procedures as needed

Degree Clearance and Graduation Services

• Coordinate and manage degree clearance processes in collaboration with academic departments.

• Review and process graduation applications, ensuring accuracy of records, fees, and honors.

• Interpret and explain Degree Audit requirements to students, faculty, and staff.

• Help communicate important graduation deadlines and requirements to students.

• Process degree verifications and oversee diploma ordering and distribution.

• Collaborate with Financial Services regarding holds and graduation-related charges.

Commencement Support

• Participate in Commencement planning and coordination.

• Assist with ceremony logistics, student participation processes, and program accuracy.

• Provide on-site leadership during Commencement, overseeing student lineup and ticket distribution, and coordinating the Salute to Grads initiative in partnership with the university bookstore.

Athletic Academic Certification

• Certify academic eligibility for student-athletes in accordance with NCAA, conference, and university regulations.

• Evaluate continuing and transfer student-athlete eligibility and maintain required documentation.

• Collaborate with Athletics, the Faculty Athletic Representative, and university leadership on compliance matters.

• Stay current on relevant athletic bylaws and communicate updates as needed.

• Develop working knowledge of NCAA, conference, and institutional policies.

Team and University Engagement

• Provide professional and courteous service to students, faculty, staff, and the broader university community.

• Participate in staff meetings, committees, professional development, and special projects.

• Foster a collaborative, inclusive, and respectful work environment.

• Comply with applicable safety policies and training requirements.

• Support orientation, special projects, and additional duties as assigned.

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

Key Job Responsibilities:

• Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records

• Provides direction to students and staff on a variety of academic processes and policies including graduation requirements, academic standing, enrollment, and course change requests

• Collaborates with students, academic deans, faculty, advisors, and staff to resolve curricular and student record issues

• Audits and corrects data to ensure accuracy and completeness

• Ensures correct and timely management of student records, course registration, and degree audits within the student information systems

Department:

Office of the Registrar

Compensation:

Well-qualified candidates can expect a starting annual salary of $44,000 commensurate with the candidate's education, related experience, and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

Required Qualifications:

• Bachelor’s degree or equivalent combination of education and experience.

• Minimum of three years of customer service and administrative support experience.

• Proficiency with Microsoft Office and other enterprise software systems.

• Strong written and interpersonal communication skills with the ability to work effectively with diverse stakeholders.

Preferred Qualifications:

• Knowledge of higher education operations.

• Experience with PeopleSoft and student information systems.

• Experience with athletic academic eligibility.

• Experience with event planning.

Knowledge, Skills and Abilities:

• Ability to work independently, exercise sound judgment, and resolve complex issues.

• Strong attention to detail and demonstrated ability to improve processes and procedures.

• Ability to handle confidential information with discretion.

• Ability to manage multiple priorities in a fast-paced environment.

• Experience interpreting and applying policies, regulations, and complex information.

• Supervisory experience, including training and mentoring student staff.

• Strong research skills and ability to provide accurate, timely information.

• Professional demeanor and commitment to high-quality service

• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds.

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.

​How to Apply:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter

• Resume

• Name and contact information for three professional references

Contact Information:

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or [email protected].

For questions regarding this position, please contact:

Melissa Walton

[email protected] 

262-472-1385

To Ensure Consideration:

Applications received by April 15th, 2026, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

CAMPUS INFORMATION:

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university’s 11,500 students at its main and Rock County campuses. The team provides high-impact practices and academic programs — online and in person — from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW serves approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university’s arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities — a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin’s Park Place.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin (https://www.wisconsin.edu). 
 
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a). 
 
Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked. 
 
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills. 
 
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

UW IS AN EQUAL OPPORTUNITY EMPLOYER:

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.