Program and Records Administrator, Walsh School of Foreign Service Georgetown University

Georgetown University
Washington D.C.

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Administrative Jobs
Academic Affairs, International Programs, Technology, Analysts & Programming
Employment Type
Full Time
Institution Type
Four-Year Institution

Program and Records Administrator, Walsh School of Foreign Service Georgetown University

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


Program and Records Administrator, Walsh School of Foreign Service - Georgetown University

Georgetown's Walsh School of Foreign Service (SFS) - founded in 1919 - is a premier school of international affairs, providing a rigorous education grounded in both theory and practice while instilling the Jesuit value of service.

The Program and Records Administrator provides academic recording and program support for the Undergraduate Program and academic deans. Reporting to an Associate Dean, and working closely with the Bachelor of Science in Foreign Service (BSFS) Team, the Program and Records Administrator has duties that include but are not limited to:

Academic Recording and Program Support
  • Post transfer credit including study abroad, summer school, and pre-GU college credit to student electronic records in Banner
  • Update matriculation changes to student records in Banner, add course attributes in Banner, and maintain in-house training guides for recording tasks in Banner for all routine processes
  • Maintain transfer credit equivalency charts for advanced placement and 13th year programs
  • Maintain all student files, including the purge of graduating student files in preparation for registrar archiving
  • Distribute results of language proficiency exams to deans and students
  • Assist with the production of the commencement book and diploma order, and other graduation-related activities
  • Coordinate proctoring of the final exam for the required course, Map of the Modern World; and schedule and proctor conflict exams
  • Process SABR transcripts, as well as ET transcripts
  • Adjust degree audits for certificates/majors/minors
  • Run Cognos reports
  • Manage senior review processes - including posting degrees, ordering diplomas, and tracking senior reviews
  • Develop Forms and maintain workflow processes for major declaration, senior review, non-GU Summer School, etc.
  • Support the management of the academic part of Tropaia - for example, assist in reviewing commencement book drafts, coordinate with Office of the Registrar for diplomas and/or commencement events team with any student data required
  • Assist the NSO dean in developing and maintaining the Canvas site for first years and pro-seminars

Course Scheduling and Inventory
  • Administer the biannual course scheduling process for BSFS, and serve as convener for school-wide discussions on course scheduling
  • Establish and administer School-wide course submission procedures
  • Ensure compliance with Provost-mandated regulations re academic offerings
  • Approve course information for submission to Registrar's Office
  • Negotiate course slots and classroom space with Registrar's Office, as well as cross-listing of courses with other university departments
  • Mediate scheduling conflicts among programs
  • Generate and distribute course-related information to programs and faculty
  • Create and maintain databases of information related to course scheduling and inventory

  • Bachelor's degree
  • At least 3 years of experience in administrative support, academic records management, and event planning, or closely related experience
  • Proficiency in Banner and related records management tools
  • High level of organization and attention to detail and a commitment to outstanding customer service
  • Ability to develop subject matter expertise in and uphold university regulations; advise program directors, faculty, and other senior staff on appropriate courses of action in accordance with regulations; and exercise leadership in all areas of responsibility of the position

Current Georgetown Employees:

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected].

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.


Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at or view the online interactive benefits guide for more information.

To apply, visit

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