Job Description

Scheduled Hours

37.5The VA Benefits and Transcript Coordinator is a member of the student records and degree progress team in the Office of the University Registrar (OUR). The position is primarily responsible for reviewing and fulfilling official transcript requests and certifying student eligibility for VA benefits. The position collaborates with OUR team members, the student system support team and relevant vendors, and campus partners. This position reports to the Assistant University Registrar.

VA School Certifying Official (SCO): Certification & Reporting

• Certify student enrollments and tuition/fee data using VA Enrollment Manager System.
• Monitor enrollment in Workday and report changes (adds, drops, withdrawals, program changes, leaves of absence).
• Maintain and retain accurate records according to retention guidelines.

Compliance & Regulatory Oversight

• Serve as primary liaison with the VA and the State Approving Agency (SAA).
• Prepare for and coordinate VA compliance surveys and audits.
• Develop standard operating procedures and documentation for VA certification and compliance surveys and audits.
• Collaborate with campus partners to evaluate financial and/or record discrepancies.

Student Support

• Provide prompt and accurate service to students.
• Collaborate with campus partners to ensure accurate communication of VA policies and requirements.

Education & Training

• Participate in required training to earn and maintain School Certifying Official certification.

Transcript Support

• Monitor vendor system for errors as transcript requests are submitted and processed; field questions from requestors; process updates and adjustments as necessary and according to established protocols; troubleshoot and escalate technical or process problems as appropriate.
• Maintain basic working knowledge of information flow between Workday and transcript vendor in order to identify problems or patterns and accurately escalate.
• Maintain expert understanding of storage locations, policy and best practices for managing retention of records for all Danforth campus student records spanning prior student systems and current system of record.

OUR Student Records Team Engagement

• Participate fully in operational process and communication practices to ensure shared work within OUR teams, particularly supporting shared email accounts, student records updates and enrollment/degree verifications, is effectively executed across all functions according to the production calendar.

Engage with Workday Student Maintenance and Support

• Coordinate with OUR colleagues, Workday Support Team and WashU IT in maintaining system performance and integrations, i.e., testing and engaging with upgrades and ongoing maintenance
• Address support requests from campus partners and students and escalate as necessary in alignment with Workday support delivery model.

Maintain Office Standards and Expectations

• Coordinate special projects and perform other duties as assigned; engage in professional development activities and study to improve professional skills and stay current on regulations and best practices; attend and present at meetings and events to represent OUR and WashU in St. Louis.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort

• Typically sitting at a desk or table.
• Repetitive wrist, hand or finger movement.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Associate degree or combination of education and experience may substitute for minimum education.

CertificationsProfessional Licenses

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• Three years of experience in higher education setting handling student records.
• Current VA School Certifying Official (SCO) training certificate or willingness to obtain within the first 30 days of employment. Required training through the Veterans’ Administration to maintain SCO status.
• Excellent interpersonal and communications skills and customer service experience.
• Strong attention to detail and process.
• Ability to interpret and explain complex federal regulations.
• Ability to work independently and collaboratively.
• Strong technical skills and capacity to learn new technology.
• Self-motivated with a high degree of reliability, integrity and professionalism.

Preferred Qualifications

Education:

Bachelor's degree

CertificationsProfessional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Communication, Customer Service, Detail-Oriented, Interpersonal Communication, Self Motivation, Work Collaboratively, Working Independently

Grade

G08-H

Salary Range

$21.17 - $32.85 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ

Accommodation

If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.