Student Status Examiner Associate
Deadline for Applications is 01/10/2021

Code: 16868 Posted: 12/18/2020

The University of Wisconsin-Parkside invites applications for the position of Student Status Examiner Associate.

There are 2 position available. One position is housed within the Office of Admissions and New Student Services and one within the Registrar's Office.

This position provides essential service through effective and efficient systems processing and customer service. Individuals in this position will work autonomously to process student records into various systems encompassing the lifecycle of the student from admission to graduation. Individuals must fully understand, interpret, and communicate university policies and procedures accurately and effectively. Providing and modifying student record information requires that this person demonstrate integrity and dedication to maintaining student records and confidentiality. This position requires a high-level knowledge of technology in systems including a student information system (PeopleSoft), scanning and imaging (Perceptive Content) and Microsoft Office Suite, as well as others. Performs other duties as assigned.

Essential Job Functions


A. Records processing in accordance with appropriate department, university, system, state, and/or federal policies and procedures.

  1. Admissions based processing will include:
    • Process applications for admission. This is a multi-faceted process that involves multiple systems including the UW System electronic application, EPCS, PeopleSoft, Perceptive Content (imaging) and potentially others. It also encompasses data downloads, data entry, posting corresponding fee payments, and validating the accuracy and integrity of the data entered.
    • Make initial residency determinations for tuition purposes for all applicants.
    • Create checklists (in PeopleSoft) of required items for admission for each applicant.
    • Determine admissibility for special (non-degree seeking) and re-entry students at time of application.
    • Review applications to make admission decisions. Examine transcripts, test scores and recommendations to determine admissibility of all undergraduate applications including applications where predetermined admissions policies are not immediately applicable.
    • Review application materials that arrive to the admissions office to determine the proper course of action. Review records, enter data, maintain workflow of materials, update records, etc.
    • Process daily data and fee reconciliation reports.
    • Verify electronic credit card payments on cashiering report following proper UW System and UW-Parkside cash handling procedures. Review all checks and money orders for proper amount, signature, and date stamp. Prepare daily deposit for the Cashier's Office, copy checks and supervise delivery to the Cashier.
  2. Office of the Registrar processing will include:
    • Receive registration related documents and process as appropriate (i.e. overrides, independent studies, internships, fieldwork, audit requests, late adds/drops/withdrawals, grade changes, executive actions).
    • Process requests for change of demographic information, enrollment/degree verifications, plan declarations and image to students’ records.
    • Complete various processes related to specific programs requiring special considerations for registrations, drops for non-payment or incomplete documentation, etc.
    • Course Schedule data entry related to set up of terms, calendars, facilities and other tables in PeopleSoft utilized for schedule build and instructor assignment.
    • Work with the registration team through cross training to setup, build, proof, and maintain the term/session schedule of classes during draft, publish and updated phases.
    • Work with the registration team through cross training to process various course and curricular changes.
    • Work with the registration team through cross training to manage beginning and end of term processes including appointment generation, term activation, permission number generation etc.
    • Manage and respond to email inquiries in various general emails accounts for the office.
    • Provide coverage as needed for other service areas such as transcripts, phones, in-person traffic, etc.

B. Provide effective and efficient customer service.

  1. Compose, process, and send written correspondence to students as appropriate.
  2. Correspond with applicants/students/faculty/staff via phone, email, and or in person as needed to follow up on processing needs. Work collaboratively to resolve needs and issues.
  3. Ensure high quality of customer service through all interactions including responding to emails, written correspondence or phone calls in a timely manner.

C. Perform supportive and records maintenance functions.

  1. Create and maintain documentation of policies, processes and procedures for specific position.
  2. Provide guidance, training, training documentation and assistance to all team members.
  3. Consult with other university offices to resolve questions/issues related to student record processing.
  4. Assist with department functions as needed related appropriate areas of recruiting, admissions and graduation.
  5. Performing testing of various electronic and database systems as needed.
  6. Participate on work teams, project teams within department, division or university as assigned based on professional knowledge and need.
  7. Adhere to the underlying requirement of data accuracy, integrity and confidentiality in all tasks.
  8. Understand and comply with FERPA regulations.
  9. Perform other duties as assigned by supervisor.


Essential Knowledge And Abilities

  • Ability to communicate clearly and effectively both verbally and in writing.
  • Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
  • Knowledge of university policies.
  • Skilled in use of Microsoft Word, Excel, student information system (PeopleSoft), scanning/imaging (Perceptive Content), and other systems such as EPCS as appropriate.
  • Strong organizational skills, attention to detail and the ability to handle multiple tasks.
  • Flexibility. The responsibilities of this position will change as processes, technologies or service needs dictate.
  • Maintains a positive work atmosphere by behaving and communicating in a cooperative and professional manner with all stakeholders, staff, faculty, students, prospective students, co-workers, vendors and supervisor.
  • Ability to manage complex questions from stakeholders as well as the public.
  • Good customer service aptitude.
  • Ability to work autonomously, prioritize tasks and perform essential job functions accurately, efficiently, and safely.
  • Ability to think critically; be creative, analytical, and flexible.

Education, Experience, Training And/or Certifications


  • Experience working with a PC and proficiency in Microsoft Office products, particularly Word, Excel and Outlook
  • Experience working with student information systems, and in particular, PeopleSoft or other Oracle products
  • High level of organization, time management and attention to detail
  • H.S. Diploma
Salary and Benefits

Commensurate depending on qualifications and experience.

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan. 

Benefit Details:

Total Compensation Estimator:

Application Process

Applications must be submitted electronically through our employment portal. If you need additional assistance you may contact Human Resources at (262) 595-2204. Hours 8:00am-4:30pm Monday-Friday.

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)

Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: Submit application materials

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:

  • CV/Resume
  • Cover Letter
  • Names and emails of three professional References

Review of Applications

Applications received by 11:59 p.m. Sunday, January 10, 2021 are ensured full consideration.

You must select "SUBMIT". Selecting "Save" will not forward your application materials to the search committee. 

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials.

In instances where the Review Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration.


Laura Menarek
Available Until: 01/10/2021

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