Job Description
Job Summary:
Are you looking to acquire and develop new skills? Are you seeking to use new technologies in performing the various functions required by a registration and records team? Are you interested in learning and implementing new course registration processes such as course bidding? Are you known for your dedication to service excellence, and ability to contribute to a team's goal for improved efficiency within a registration and records team?
If so, you could be a great fit for the Kellogg Academic Experience team at the Kellogg School of Management, part of Northwestern University.
Kellogg inspires the leaders of tomorrow to build strong organizations and create lasting value. They are looking for a dynamic and motivated individual to bring their talents to our Academic Experience team. The team is composed of academic advising and services, international student advising, and registration and records.
 The Registration and Student Records Specialist is responsible for supporting the set-up of course registration rules, processing registration and record changes, maintaining student records, and troubleshooting student issues for the Kellogg degree programs including the Executive MBA degree program. The ideal candidate is detail-oriented, has customer-service skills, and has a passion for supporting students. This role will be joining a diverse, collaborative, dynamic and hard-working Academic Experience team that is mission-drive, and dedicated to improving the student experience.
Northwestern employees take advantage of excellent healthcare and retirement benefits as well as generous paid time off. This position offers the option to work remotely 3-4 days per week. If you feel this could be a great career match, please apply today!
Specific Responsibilities:
The Registration & Student Records Specialist provides support in setting-up registration rules, processing registration and record changes, maintaining student records, and troubleshooting student issues for the Kellogg MBA and Executive MBA degree programs. 
Please note: Occasional evening and weekend work required for registration/bidding support and quarterly weekend final exams administration and proctoring.
Registration Processes & Records Maintenance:
  • Process all registration requests and data entry, including core course waivers, transfer credit, major exceptions, pre-requisite waivers, first-class mandatory attendance for Full-Time, Evening & Weekend and Executive MBA students, and Undergraduate Students completing the Kellogg Undergraduate Program Certificate.
  • Resolve student registration problems, concerns and questions. 
  • Assist with registration set up and resolution.
  • Conduct accuracy checks for all enrollment and waivers.
  • Assist in maintenance of student academic records in Student Enterprise Systems (CAESAR & Bidding System) including enrollment updates, bid point allocations, graduation milestones, registration permission number, Dean’s List, and graduation honors.
  • Monitor students’ academic records as they progress toward undergraduate certificate completion including prerequisite/corequisite and required certificate course audits; running and analyzing related reports.
  • Monitor students’ academic records as they progress toward completion of degree, major, requirements for Full-Time, Evening & Weekend and Executive MBA students.
  • Enter the MBA degree requirements in the electronic degree audit system, running coding decisions through an extensive testing scenario to ensure accuracy before seeking sign-off approval from the area supervisor.
  • Assist in preparation of data for degree conferral and commencement, including commencement program and ceremony materials and degree conferral list for faculty approval.  
  • Assist in graduation ceremony duties as needed. Prepare and distribute diplomas/certificates.
  • Scan and index documents into the imaging system.
  • Maintain compliance with and enforce the students’ rights under the Family Education Rights and Privacy Act (FERPA).
Student Support
  • Construct and respond to email communications in a professional manner with strong writing skills. 
  • Follow-up on inquiries in a timely fashion, having done the necessary and sufficient research to bring issues to closure. 
  • Recognize issues that have the potential to escalate and handle with keen business acumen.
  • Draft correspondence related to registration and student records.
Skills and Background:
Minimum Qualifications:
  • A high school diploma or its equivalent is required.
  • At least 5 years of administrative support or other relevant experience working in higher education is required, preferably in the Registrar’s Office.
Minimum Competencies: (Skills, knowledge, and abilities.)
  • Strong time management and organizational skills.
  • Detail oriented.
  • Data entry related experience.
  • Ability to evaluate options and generate solutions.
  • Advanced proficiency in Microsoft Excel; Microsoft Access; and Microsoft Word.
  • Experience in web strategy and design and strategic use of social media a plus.
  • Planning and budgeting.
  • Demonstrated writing and verbal skills, both business and promotional.
  • General day-to-day management.
  • Experience working successfully in fast-paced environment, with demonstrated ability to juggle many projects, assignments, and priorities.
  • Proven effective collaboration with multiple constituents and collaborators.
  • Ability to work occasional evenings and weekends as needed.
Preferred Qualifications:
  • Bachelor’s degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
  • Ability to plan and organize multiple tasks in a fast-paced environment.
  • Ability to establish and maintain good working relationships with colleagues, students and faculty.
  • Must be exceptionally reliable and have demonstrated reliability in prior work experience.
  • Strong commitment to team environment dynamics with the ability to contribute expertise.
Preferred Competencies: (Skills, knowledge, and abilities)
  • Experience working in a university registrar’s office.
  • General understanding of FERPA.
  • Familiarity with Oracle Campus Solutions, Student Enterprise Systems.
  • Advanced proficiency in Microsoft Excel; Microsoft Access; and Microsoft Word
  • Experience with PeopleSoft (SES), Adobe Illustrator, SmartSheets, Canvas (Learning Management System), Northwestern University Internal Financial Systems, and Business Intelligence (Cognos) Reports.  
Northwestern is proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. They support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. learn more.
Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at learn more.
More Details
Employment Type: Full Time
Location: Evanston , IL , United States
Experience Required: Associate
Date Published: 02 Aug 2022
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