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

Assistant Registrar - Penn Engineering
Job Profile Title

Coordinator B
Job Description Summary

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/

Under the supervision of the Registrar, the Assistant Registrar provides support managing student record workflows for all programs in Penn Engineering, with a special focus on master’s and PhD programs. Core tasks may include auditing student records for academic progress and successful completion for graduation, assisting students with class registration, troubleshooting issues that arise during the registration process, and responding to questions from students, staff, and faculty. The Assistant Registrar is responsible for all record-keeping operations for master’s and PhD students, and will provide verification documents for current and former students. Oversee CPT/OPT approvals for international students (undergraduate/master’s/doctoral). Assist the Registrar with planning, communication, reporting, and cross-campus collaboration, representing Penn Engineering at meetings and on committees, as needed. Assist with training new and transitioned employees on course and student policies, procedures, and systems, maintaining attention to outstanding customer service, security, and confidentiality to support the Office of Academic Services and Penn Engineering community.
Job Description

Job Responsibilities

Student records management:
Support the Registrar in core student records management with a focus on the graduate student community, including:

Maintain accurate and up-to-date student records, ensuring confidentiality and compliance with relevant policies.
Oversee the registration and enrollment processes, including course selection, scheduling, and grade reporting.
Assist with the processing of student course and program separations and transfers.
Coordinate approval processes for international students in partnership with the international students and scholars office, including practical training.
Assist the Registrar in requesting data reports and analyses from the in-house Data Analyst.
Pull routine reports on academic standing and registration for the Student Success and Advising team.

Audits and graduation management:

Assist the Registrar in coordinating audits of graduating master’s and PhD students.
Assist departments with maintaining workflows and records on master’s and PhD program milestones.
Coordinate with the graduate advising team to communicate graduation updates with students and departmental/program staff.
Course and classroom management:

Assist the Registrar in collaborating with academic departments to develop and coordinate class schedules each semester.
Assist with room assignments and ensure efficient use of academic resources.
Assist in overseeing the Course Evaluation list and process.
Security and quality assurance:

Assist the Registrar in ensuring consistent and appropriate staff and faculty access to student records systems.
Manage short-term proxy access for specific administrator tasks such as grading.
Provide best practices guidance to new or transitioned staff for the safe use and interpretation of student records and workflows.
Collaboration and training:

Serve on campus and schoolwide committees supporting the records coordinator community and representing the Registrar at high-level meetings on occasion.
Work closely with academic committees on matters related to curriculum development, academic policies, and program evaluation.
Train and provide guidance for staff on course and student policies and procedures and systems.

Qualifications

Bachelor’s degree and a minimum of three years in higher education.

Experience working with student systems and student records.

Knowledge of academic and administrative programs, policies, and procedures for curriculum, registration, enrollment, record management, classrooms, grading, assessment, and/or scheduling.

Excellent organizational, interpersonal, and problem-solving skills.

Excellent written and verbal communication skills, with a track record of a customer-focused approach.

Ability to work with a variety of stakeholders such as faculty, staff, and students of different academic standing.

Proven ability to manage multiple priorities under firm deadlines in a fast-paced environment while maintaining a high level of professionalism and exceptional attention to detail and accuracy.

Strong aptitude for learning new technologies and procedures.

Preferred Qualifications

Experience with Pennant (e.g., Banner, Curriculum Manager, DegreeWorks, BPLogix, XCAT), Microsoft Office, and Google Suite tools highly desired.

Experience in a decentralized university.