Academic Records & Enrollment Officer

Join the highly respected Academic Records and Enrollment team within Stanford’s Office of the University Registrar. Our office is a critical part of the university’s academic operations, providing essential support to students, faculty, and staff. We ensure that enrollment processes run smoothly, academic records are accurate and secure, and university policies are consistently upheld. The Academic Records and Enrollment Officer will play a vital role in managing these operations, contributing to the seamless functioning of the university’s academic mission. This position offers a unique opportunity to work at the center of Stanford’s academic administration, collaborating with partner offices and supporting a diverse campus community.
The ideal candidate is a detail-oriented, organized, and experienced professional with a proven track record of managing academic operations in higher education. We seek someone who understands the importance of accuracy and integrity in maintaining academic records and has the ability to handle complex processes with precision. This role requires strong communication skills to serve as a trusted resource for faculty, staff, and students, as well as a collaborative spirit to foster relationships across the university. A proactive problem-solver, the successful candidate will continually look for opportunities to enhance operational efficiency and implement process improvements. If you have a passion for academic administration and thrive in a fast-paced, high-impact environment, we invite you to apply.
Inclusion and diversity are integral to our commitment to excellence. We are interested in candidates who have demonstrated experience engaging with diversity through activities such as fostering an inclusive environment, working with students from diverse backgrounds, or incorporating diverse perspectives in their work.

This is a one-year fixed term position with the possibility of an extension.
 
In this role you will:

• Administer an area or program in student services, evaluate and recommend decisions on program eligibility. Review decisions recommended by other staff.
• Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues.
• Resolve multi-dimensional matters in response to students in crisis, at risk, or who have other program issues, counsel students on sensitive and confidential issues.
• Provide guidance and counsel, oversee and develop a wide range of programs and services, analyze effectiveness and make recommendations for future programs.
• Reconcile complex issues; analyze diverse transactions from multiple sources.
• Summarize data from multiple sources, prepare and manage reports and presentations.
• Identify and evaluate data needs, manage the implementation and development of technology.
• Develop and implement plans for outreach efforts, develop and maintain external community and university liaison represent department and university at meetings and events.
• Provide advice to students on a range of issues, including, but not limited to, academic progress, academic program policies in order to guide them in making appropriate choices and decisions.
• Serve as a subject matter expert to students and other departments; represent unit/department.
• Lead, create and contribute to development of business practices and organizational change to improve processes and workflow.
• Serve as a key member of university wide teams and projects.
• May train and supervise other staff, volunteers and temporary workers.

Enrollment Management (70%)

• Manage the review and processing of enrollment transactions, including petitions for exceptions to academic policy and non-matriculated enrollment requests. Make determinations on exceptions to university and academic policy; help students navigate policy and advise on options.  
• Enforce enrollment policies and answer questions from students, staff, and instructors; update website as necessary. Troubleshoot issues relating to enrollment.
• Lead team’s involvement in collaborative eForms project. Represent and advocate for the team's needs by drafting form requirements, setting priorities, testing beta forms, and presenting changes to campus stakeholders. Work with the development team to increase automation of enrollment processes.
• Serve as enrollment liaison to student facing offices and units that enroll unique student populations. Bolster staff knowledge through regular training. Train staff on changes stemming from automation and process improvements. Address questions on Records’ processes and make amendments to procedure to accommodate feedback from sister offices.
• Oversight and shared collaboration of the administrative processing of undergraduates exceeding maximum allowable units. 
• Routinely look for policy, tool, and process improvement opportunities to meet the evolving enrollment needs of campus. Analyze, research, manage, and test implementation of changes.
• Manage quarterly student communications regarding enrollment topics.

Team Operations (30%)

• Research, resolve, and triage Service Now tickets relating to team operations, primarily on enrollment topics.
• When needed, review formatting of dissertation submissions or aid with operations relating to academic records: grading, diploma processing, degree verifications, transcripts, etc.
• During busy periods, review and resolve quarterly National Student Clearinghouse errors to help keep Stanford enrollment reporting within compliance regulations.
• Other responsibilities as assigned.