Assistant Registrar - Penn Engineering

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.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$43,919.00 - $67,000.00 Annual Rate

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. 

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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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay