Student Records Coordinator (College of Liberal and Professional Studies)

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Student Records Coordinator (College of Liberal and Professional Studies)

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Student Records Coordinator (College of Liberal and Professional Studies)

Job Profile Title
Administrative Coordinator

Job Description Summary
Overview of LPS
The College of Liberal and Professional Studies in the University of Pennsylvania's School of Arts and Sciences is dedicated to extending learning beyond traditional borders and engages a richly diverse population of intellectually capable students at many points in their lives. LPS programs include professional and academic programs (including study abroad and English language programs for international students and professionals), summer sessions, non-credit programs, workshops, and symposia. LPS programs all have a foundation in the arts and sciences. Each year LPS offers 600 credit courses for undergraduate and graduate, degree and non- degree students as well as non-credit courses focused on areas such as personal enrichment, professional development, and English as a second language.

The Student Records Coordinator provides functional support coordinating processes and delivering services for academic programs in the College of Liberal and Professional Studies (LPS), with primary focus on Penn LPS Online programs (PLPSO). This position is a member of the Student Services and Records team which provides functional leadership for reporting, auditing and compliance processes in student records, including auditing of student records data, adherence to academic policy/calendar, financial adjustments and maintaining compliance with federal and state laws regarding the filing, organizing and archiving of student records.

Job Description


The position is responsible for maintenance of student records in Pennant student systems (Banner): academic & financial adjustments, course registration, monitoring & adjusting records for graduation, transfer credit posting, student holds tracking, course withdrawals and petitions, grade type & permanent record changes. Utilize data systems to support operational work. Act as a point of contact for student inquiries. Assist the Assistant Director with registering, monitoring, and auditing Penn LPS Online student records in particular. Manage the communication and system posting of certificate completion and coordinate the printing and dissemination of associated credentials. Audit admitted students in Pennant/Banner central university databases & systems. Complete tasks related to: Assist with coordination of special registration populations. 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.


Audit admitted students in Pennant/Banner central university databases & systems. Complete tasks related to: course registration, monitoring & adjusting records for graduation, transfer credit posting, student holds tracking, processing course withdrawals, grade type change forms, major declaration forms, permanent record changes, provide assistance for students using University systems. Assist with coordination of special registration populations. Utilize data systems to support operational work. Assist the Assistant Director with registering, monitoring, and auditing Penn LPS Online student records in particular. Manage the communication and system posting of certificate completion and coordinate the printing and dissemination of associated credentials.

Assist the Assistant Director of Student Records in identifying data elements for auditing in CollegeNet, Pennant/Banner, SFS, other LPS and central University systems. Implement audit and compliance plan designed by Director; reports will be generated from Pennant/Banner, SFS other LPS and central University systems. Utilize PLE Dashboard 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 professional customer service, specifically via e-mail, workflow ticketing systems, and phone; respond knowledgeably to tuition & billing inquiries for all LPS programs, specifically PLPSO. Communicate with LPS staff about billing problems. Work with staff to ensure consistency of message. Resolve any billing irregularities. Assist with financial adjustments in Pennant for all LPS programs and assist Programs and Business Office to help post LPS Scholarships.

Provide primary support within the Student Records Office, which includes processes and tasks related to the matriculation, orientation, registration, graduation auditing, 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 permanent and temporary Student Services and Records staff.

Provide support for milestone events (attend and staff), specifically new student orientations and graduation. 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. Work on special projects as needed. Attend program meetings as needed.

Coordinate filing processes & procedures to maintain compliance, order & organization. Ensure that e-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.

Other duties and responsibilities as assigned.


High school diploma and 5 to 7 years of experience in an office setting with public/customer contact, or equivalent combination of education and

experience, are required. Bachelor's degree and 2-3 years of experience strongly preferred. Excellent written and oral communication skills; strong organizational and filing skills; intermediate level skills in MS Office; basic understanding of databases. 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 systems for collecting student data (e.g. Banner).

A resume and cover letter must be provided at time of application.

The targeted salary range for this position is $20.45 to $28.23/hour.

This Targeted Pay Range is only applicable to this job posting. All 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.

Working Conditions: Office, Library, Computer Room; Alternative work schedules.

Physical Effort: Typically sitting at a desk or table; Occasional lifting 25-50 lbs.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range
$20.45 - $30.82

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.

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