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

Student Records Coordinator, The College of Liberal and Professional Studies

Job Profile Title

Administrative Coordinator

Job Description Summary

The Student Records Coordinator provides functional support for academic programs in the College of Liberal and Professional Studies (LPS), which includes tasks related to matriculation, orientation, registration/ongoing support of new/continuing students in LPS programs, and course registration for LPS, Penn LPS Online, and Penn Summer Session students. This position is a member of the Student Services and Records team which provides management of reporting, auditing and compliance, including review of student record data and billing, adherence to academic policy/calendar, and maintenance of student records in Pennant/Banner student systems.

The University of Pennsylvania’s College of Liberal and Professional Studies (Penn LPS) seeks to lead the field of higher education in the creation of unique and innovative opportunities for learners of all ages and backgrounds. These highly accessible academic opportunities are distinguished by their academic rigor and world-class instructional staff, while the support offered to students by Penn LPS is distinguished by its comprehensive and holistic quality. LPS programs are designed to empower individuals and enhance their personal and professional lives. Our graduates are global citizens committed to creating a better world for all.

Job Description

The Student Records Coordinator provides professional customer service and functional support for academic programs in the College of Liberal and Professional Studies (LPS), which includes tasks related to matriculation, orientation, ongoing support of new/continuing students in LPS programs, and course registration for LPS, Penn LPS Online, and Penn Summer Session students. This position is a member of the Student Services and Records team which provides management of reporting, auditing and compliance, including review of student records data and billing, adherence to academic policy/calendar, and maintenance of student records in Pennant/Banner student systems, and maintaining compliance with federal and state laws regarding the filing, organizing, and archiving of student records.

The position is responsible for maintenance of student records in Pennant student systems (Banner), academic & financial adjustments, course maintenance and registration, monitoring and adjusting records for graduation, transfer credit posting, student holds tracking, advisor updates, course withdrawals and petitions, and permanent record changes. They will utilize data systems to support operational work, act as a point of contact for student inquiries, and audit admitted student sync from Slate admissions system to Pennant/Banner central university systems. This position will also coordinate special registration populations (specifically the Senior Associates Program), serve as main contact and manage records in the International Student and Scholar Services system (iPenn); process weekly uploads for eligible admitted students, and assist in coordination of communication plan and logistics for the LPS graduation ceremony and new student orientation events.

The Student Records Coordinator responds knowledgeably and completely to phone, walk-in, email, and US mail inquiries regarding student records, registration policies/procedures, and deadlines affecting new/continuing students in all LPS programs. In addition, they professionally manage first-level student issues related to academic and financial matters, and investigate and resolve or escalate student issues. Finally, this position requires strong communication skills, attention to detail, and the ability to multi-task. The ability to think critically and analytically, and solve problems in an environment with competing priorities is essential.

Job Responsibilities

• Provide professional customer service and support within the Records functional area, which includes processes/tasks related to matriculation, orientation, registration/ongoing support of new/continuing students in LPS programs; course registration for LPS, PLPSO, and Summer Session students. Respond knowledgeably and completely to phone, walk-in, email, Fresh Desk, US mail inquiries regarding student records, registration policies/procedures and deadlines affecting new/continuing students in LPS programs. Professionally, efficiently and courteously handle first-level student issues related to Records area. Investigate/resolve student issues/situations

• Audit student records in Banner/Pennant using central university databases & systems. Complete tasks related to: course registration, monitoring & adjusting records for graduation, transfer credit posting, student holds tracking, processing course withdrawals and petitions, grade & permanent record changes, providing assistance for students using PATH systems. Coordinating special registration populations. Utilize data systems to support operational work. Assist with coordination of Senior Associates Program. Serve as main contact and manage records in the International Student and Scholar Services system (iPenn); process weekly uploads for eligible admitted students. Liaison for Summer High School Program course registration.

• Assist the Director of Student Records in identifying data elements for auditing in Slate, Banner/Pennant, SFS, other LPS and central University systems. Implement audit and compliance plan designed by Director; reports will be generated from Banner/Pennant, SFS, other LPS and central University systems. Utilize PLE Dashboard and Data Warehouse for student and other relevant University systems for student data and course data reporting. Collaborate with Director and other LPS Administrative Coordinators to implement strategies and processes to correct the data. Provide support for milestone events: assist in coordination of communication plan and logistics for LPS graduation ceremony and new student orientation (NSO).

• Provide primary support within the Student Records Office, including processes and tasks related to the matriculation, orientation, registration, and ongoing support of new and continuing students in LPS programs. Coordinate task assignments, monitor progress to completion, and audit for accuracy the work of other Student Services and Records staff. Coordinate efforts to ensure that all staff provide exceptional levels of student service.

• Coordinate paper and electronic filing processes & procedures to maintain physical compliance, order & organization. Ensure that filing & archiving systems are aligned with FERPA, state & federal retention schedules. Work with staff to document & implement processes and procedures in Records for reporting, audit & compliance. Work with director and staff to make & implement recommendations for enhancements/improvements to current processes & training in Records.

• Serve on LPS committees related to strategic goals. Assist other LPS functional areas during peak periods. Communicate and coordinate with other members of team working on projects. Familiarize and refresh skills to support other LPS program areas. Cover reception area as needed.

• Other duties and responsibilities as assigned.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. Bachelor's degree is strongly preferred.

• Excellent written and oral communication skills; strong organizational skills; intermediate level skills in MS Office; basic understanding of databases and reporting.

• Experience in financial or accounting areas and facility with Excel desirable.

• Must be willing to work evenings and occasional weekends as needed.

• Preferred: experience in an academic environment; knowledge of Banner (referenced above) or similar systems for collecting student data.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$20.45 - $28.00 Hourly 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

the pay range assigned to the job profile.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be 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