Job Summary
Reporting to the Assistant Registrar for Student Services, the Records and Enrollment Specialist assists students with registration, tuition, and account issues via phone, email, and ticketing systems; manages enrollment appointments, processes registration and personal data changes, and ensures accurate tuition charges.
The Records and Enrollment Specialist also audits and corrects student records, maintains academic program eligibility data and updates procedural manuals as needed. May also help instructors with grade entry issues and processing grade change requests.
Who We Are
The University of Michigan is a premier public research university with more than 52,850 students, including 34,454 undergraduates, and is firmly committed to serving the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic value. U-M is in high demand, with a record of 105,142 undergraduate first-year and transfer applicants in fall 2024 and 8,850 incoming undergraduate students enrolling.
Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni. The division collaborates with campus partners, faculty, and staff in support of the university's mission.
OEM comprises a dedicated team of more than 200 full-time staff members and up to 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration. OEM strives to provide excellence in access and support to inspiring learners who will challenge the present and enrich the future.
Responsibilities*
Student Services (75%)
Assist Student Services area in:
- Wolverine Access support: Assist students via phone, email, and ticketing system with difficulties in registration process, questions regarding account information, online processes such as grade/schedule lookup, graduation applications.
- Enrollment appointments: Assist with management of enrollment appointments, including special group processing, and explanation of policy and procedure and publishing of materials.
- Student support: Answer questions by phone, email, and ticketing system regarding tuition, registration, grading, etc., referring to departments when necessary.
- Enrollment and registration: Support processing challenging, special, and retroactive enrollments (individual or group) per university and unit rules. Accurately process and code registration activity, disenrollment, term withdrawal, cross-campus transfers, drop, modification activity, departmental lists and canceled course drops list. Clarify procedures regarding tuition and ?W? notations, and audit modifications. Check for tuition correctness.
- Personal Data: Process personal data changes for current, past students through email, ticketing system, and imaging workflow. Notify appropriate areas of updates/changes.
- Notify supervisor and/or ITS Help Desk for problems affecting registration and records.
Administrative Support (20%)
- Data Integrity Audits: Receive lists and correct inconsistencies in student record data for official 3rd week counts.
- Plan/Program Maintenance: Make changes on the student plan to ensure students are able and correctly eligible to register within correct units/programs.
- Last Date of Participation: Review and process updates to the Last Date of Participation spreadsheet. Contact departments where necessary to obtain dates.
- Tuition: Work with Tuition and Fees unit to ensure all candidates are correctly registered and assessed throughout the term.
- Procedures: Assist in updating procedural manuals to ensure they are up to date and reflect system changes.
- Training: Assist in training University staff in Student Services procedures and university policies.
- Testing: Assist with testing system capabilities and updates.
- Other duties as assigned
Records & Enrollment (5%)
- Assist instructors with grade entry/grade change difficulties.
- Grade Change Reports: Verify acceptable grade submission documents and process grade changes, contacting units when necessary. File completed grade change reports.
Required Qualifications*
- Bachelor's degree or equivalent combination of education and experience.
- Considerable customer service experience and experience with appropriately handling confidential and sensitive information.
- Proficiency in common Microsoft Office, particularly Word and Excel.
- Outstanding verbal and written communication skills and strong interpersonal skills.
- The ability to work effectively in a team environment and independently, with minimal supervision.
- Strong organizational skills and exceptional attention to detail.
- The ability to handle complex information effectively, apply critical thinking and analytical skills to solve problems.
- The ability to learn and interpret University, state and federal regulations/policies - position will exercise discretion and independent judgement with regard to matters of significance.
Desired Qualifications*
- Experience with Oracle PeopleSoft Campus Solutions student system.
- Familiarity with student service business processes such as student records and registration.
- Working knowledge of UM and academic unit policies and procedures.
- Knowledge of FERPA and other federal/state laws and regulations related to higher education.
- Demonstrates an ability to incorporate innovative practices into the workplace to enhance effectiveness and efficiency.
Modes of Work
Enrollment Management requires a hybrid work arrangement of minimally three days on-site and two remote days. Thursdays are required as an on-site work day for all members of the OEM team.
Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Additional Information
Benefits at the University of Michigan
In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:
- Generous time off
- A retirement plan that provides two-for-one matching contributions with immediate vesting
- Many choices for comprehensive health insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
Union Affiliation
This position is included in the bargaining unit represented by the University Staff United (USU), which represents bargaining unit members in all matters with respect to wages, benefits, hours and other terms and conditions of employment.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.