Student Records Assistant

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Student Records Assistant
Duties: Manages and coordinates all aspects of student record keeping for the College of Law as well as coordinates major aspects of the course schedule, mid-term and final exam schedules, and exam accommodations. Will oversee daily operations and requests related to student and graduate records and course scheduling that ensures secure and accurate record management and delivery while also providing required compliance with academic and accreditation policies and requirements. Will report directly to the Associate Dean for Academic Affairs at the College of Law and will coordinate with the Office of the University Registrar. Oversees the collecting, recording, management, processing and reporting of student records (i.e. grades, registration data, transcripts, and other pertinent information) across the University system. Will: Coordinate with Associate Dean for Academic Affairs on course schedule each semester. Manage all aspects of the College of Law (COL) course schedule each semester in Banner. Produce classroom schedule grid for COL website based upon compliance with ABA hourly requirements. Coordinate updates and changes to course catalog with University Registrar. Request temporary course numbers as needed. Serve as the law school’s manager of WVU’s Faculty Senate course approval process by preparing course applications in compliance with Faculty Senate guidelines including: 1) tracking temporary courses according to 3-time rule; 2) editing course syllabi to meet F.S. specifications and requirements; 3) submitting final application on CIM; and 4) following approval progress for updating law school catalog of courses. Coordinate and set up final exam schedule with appropriate rooms and times. Collect copies of all exam packets for storage. Primary liaison and point of contact for communication with the Office of Accessibility to confirm and manage necessary accommodations and maintain official approval documents and follow up with students. Manage schedule of exam accommodations and set up separate rooms to facilitate accommodations; coordinate with IT department on parameters of accommodations for online exams; be in close contact with each student as to their individual schedule and accommodation needs for midterms and finals. Advise appropriate faculty regarding accommodations and collect exams for one-on-one administration to individual students. Maintain confidentiality at all times. Maintain list of student anonymous exam numbers. Collect, organize, and store copies of completed final exams. Perform grading conversions based upon student number anonymity. Distribute grade report sheets to faculty. Assist in grading procedures. Generate letters for the following: Transfer, Academic Standing, Class Rankings, Probation/Dismissal and confirm information with University Registrar. Provide CRNs and timeline for SEI process. Coordinate with University Registrar and manage requests for documentation, records, and forms required for Bar Admission, including forms from the West Virginia State Bar and other various state bars to confirm and verify graduation requirements. Coordinate with Associate Dean for Academic Affairs in reviewing database and records related to student character and fitness inquiries. Coordinate practice rule certification requests for all applicable clinical law programs. Produce official documents to confirm hours completed and good academic standing for rising third-year students who seek summer employment outside the school in order to gain professional on-the-job legal experience. Collect all course syllabi for each semester and provide to library for reference purposes. Upload and scan new student files into BDM. Work in extensively in Banner and STAR, updating as needed. Review student files in Degree Works to ensure compliance with graduation requirements. Confirm grades and grade point averages as needed. Provide information upon request (and coordinate with University Registrar as appropriate) regarding academic hours and grades to qualify students for Barristers, COIF, Duffy, or CALI awards. Place orders for CALI certificates. Coordinate and confirm accuracy of email listservs for each class. Coordinate with University Registrar to Provide statistical data as needed that includes, registration information, graduation rates, accreditation information. Interpret and apply policies related to academic affairs. Various other duties may be assigned by Associate Dean for Academic Affairs or Associate Dean for Administration. Work with variety of university systems, including Banner, Argos, CIM, and STAR.

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