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Student Status Examiner Associate

Code: 15685 Posted: 07/08/2019

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

This position is housed within the Admissions and New Student Services office of the University of Wisconsin-Parkside and supports the Admissions office in recruitment efforts related to the timely processing of all demographics of applications. The individual will independently download, evaluate, assess, and gather all required information in relation to reviewing student admission records. The individual must fully understand, interpret, and communicate university policies and procedures regarding admissions decisions and university records. Providing and modifying student record information requires that this person demonstrate integrity and dedication to maintaining the student record. This position requires a high level knowledge of technology, including software such as PeopleSoft, ImageNow and Microsoft Office Suite. Performs other duties as assigned.

This position works under general supervision of the Director of Admission and Recruitment.

Essential Job Functions

Essential Duties and Responsibilities

Manage the Electronic PeopleSoft Conversion System (EPCS), the electronic delivery and uploading of online applications in PeopleSoft, the application fee processing and electronic downloads of transcripts and other materials in accordance with UW System policies.

  • Process applications for admissions and corresponding fee payments on a daily basis. Identify information from the electronic application that is needed to ensure data is being properly uploaded into PeopleSoft. Retrieve, print or copy to ImageNow, load, correct, and post on-line applications. Ensure accuracy of all information entered in PeopleSoft. 
  • After EPCS is uploaded, examine all applications to record correct names, addresses, admit type, enrollment status, citizenship status, academic program/plan, previous schools attended and post to PeopleSoft. Using a high level of discretion, determine additional information that can be automated from EPCS into PeopleSoft.
  • Process the downloading of all electronic documents such as transcripts, school profiles, letters of recommendation and more.
  • Manage the download process of all testing instances (such as ACT, SAT, WPT, AP, IB, etc.) and build milestones in accordance with university policies.
  • Manage school organization (org) codes for schools. Build codes in PeopleSoft for new schools not found in our database.
  • Run the PeopleSoft/EMAS bridge daily to keep data current.
  • Develop and maintain training documents to assist in the proper uploading of the EPCS
  • Determine if the applicant owes a fee. A thorough knowledge and understanding of the policies of the UW-System regarding application fees is essential. Record all electronic payments and reconcile with payment report each day. Credit back any electronic payments made by credit card that were not required.
  • Test information both in EPCS, PeopleSoft and ImageNow for potential or required upgrades
  • 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.
  • Make initial residency for tuition purposes determinations for all applicants.
  • Create checklists (in PeopleSoft) of required items for admission for each applicant.

Evaluation and processing of applications

  • Review applications to make admission decisions. Examine transcripts, test scores, and all available documents to determine admissibility of all demographics of applicants (including, but not limited to new freshmen, transfer, re-entry, re-entry/transfer, special, audit and graduate applicants).
  • 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.
  • Review college transcripts and complete evaluations of transfer credits
  • Enter all appropriate information into PeopleSoft
  • Serve as a liaison between academic department and admissions for purposes of evaluating transfer credits, interpreting university policy and procedure, admission to specific academic programs and more

Performance of miscellaneous assistance to Admissions Office.

  • Compose, process and send written correspondence to students.
  • Correspond with applicants via phone and or in person as to their application status and steps to complete the process. Work with students on problems with application materials. Recommend and resolve issues.
  • Provide guidance, training and assistance to all staff in the Admissions and New Student Services related to admissions processing.
  • Consult with other university offices to resolve issues with applicants’ files.
  • Assist with campus visitation programs, as needed.
  • Ensure high quality of customer service through all interactions including responding to emails, written correspondence or phone calls in a timely manner.
  • Perform other duties as assigned by supervisor.

Essential Knowledge And Abilities

  • Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
  • Knowledge of admission policies and practices.
  • Skilled in use of Microsoft Word, Excel, PeopleSoft, ImageNow, and EPCS.
  • Knowledge of UW-System application process and fees.
  • Strong organizational skills, attention to detail and the ability to handle multiple tasks.
  • Flexibility. The department and 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 supervisors.
  • Good customer service aptitude.
  • Ability to prioritize tasks.
  • Ability to problem solve; 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
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: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/fasl.pdf

Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

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. Monday July 29th, 2019 are ensured full consideration. Position is open until filled.

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.


Jolene Nelson

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