Program and Records Administrator - Walsh School of Foreign Service

Georgetown University
life insurance, tuition assistance
United States, D.C., Washington
Mar 20, 2025
Program and Records Administrator - Walsh School of Foreign Service Georgetown University comprises two unique campuses in the nation's capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world. Requirements The Walsh School of Foreign Service (SFS), founded in 1919, is a premier school of international affairs. SFS provides a rigorous education grounded in both theory and practice while instilling the Jesuit value of service. Father Edmund A. Walsh, S.J.'s vision was a school that would prepare students for all major forms of foreign representation - official and unofficial, governmental and private sector, whether commercial, financial, consular or diplomatic. The Program and Records Administrator is responsible for academic recording and program support for the Undergraduate Program and academic deans. They assist in reviewing commencement book drafts and coordinate with Office of the Registrar for diplomas, as well as assist commencement events team with any student data they require to execute the event, including name cards and student lists. The incumbent maintains all student files, including records of termination, matriculation, grade changes, language proficiency exams, and study-abroad transcripts. This individual administers the biannual course scheduling process for BSFS, and serves as convener for school-wide discussions on course scheduling. Providing administrative support as needed to BSFS dean along with support for undergraduate ceremonies and events, additional duties include, but are not limited to: Academic Recording and Program Support Post transfer credit including study abroad, summer school, and pre-GU college credit to student electronic records in Banner, updating matriculation changes to student records, including change of major, classification, graduation date, faculty mentor, and catalog year. Add course attributes in Banner, maintaining in-house training guides for recording tasks in Banner for all routine processes including posting of transfer credits, matriculation changes, and common report types. Maintain transfer credit equivalency charts for advanced placement and 13th year programs. Purge graduating student files in preparation for registrar archiving. Distribute results of language proficiency exams to deans and students. Assist with the production of the commencement book and diploma order, and other graduation-related activities, along with other recording-related tasks as assigned by the Associate Dean responsible for records management. Coordinate proctoring of the final exam for the required course, Map of the Modern World, scheduling and proctoring conflict exams. Process SABR and ET transcripts, running Cognos reports and adjusting degree audits for certificates/majors/minors. Manage senior review processes (including posting degrees, ordering diplomas, and tracking senior reviews). Develop forms and maintain workflow processes for major declaration, senior review, and non-GU Summer School. Support dean who manages the academic part of Tropaia including the communication and solicitation for awards, honors in the major, and medals. Assist the NSO dean in developing and maintaining the Canvas site for first years and pro-seminars. Course Scheduling and Inventory Establish and administer School-wide course submission procedures. Ensure compliance with Provost-mandated regulations re academic offerings. Approve course information for submission to Registrar's Office. Negotiate course slots and classroom space with Registrar's Office. Negotiate cross-listing of courses with other GU departments. Mediate scheduling conflicts among programs. Generate and distribute course-related information to programs and faculty. Create and maintain databases of information related to course scheduling and inventory. Work Interactions The Program and Records Administrator reports to the Associate Dean responsible for academic records and works closely with the BSFS team. Requirements and Qualifications Bachelor's degree At least 3 years of experience in administrative support, academic records management, and event planning, or closely related experience Proficiency in Banner and related records management tools Must demonstrate a high level of organization and attention to detail and a commitment to outstanding customer service Ability to develop subject matter expertise in and uphold university regulations and advise program directors, faculty, and other senior staff on appropriate courses of action in accordance with regulations Ability to exercise leadership in all areas of responsibility of the position Work Mode Designation This position has been designated as Hybrid 2 Days. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position's mode of work designation. Complete details about Georgetown University's mode of work designations for staff and AAP positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation. Pay Range: The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $44,022.00 - $73,406.80 Compensation is determined by a number of factors including, but not limited to, the candidate's individual qualifications, experience, education, skills, and certifications, as well as the University's business needs and external factors. Current Georgetown Employees: If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown. Submission Guidelines: Please note that in order to be considered an applicant for any position at Georgetown University you must submit a resume for each position of interest for which you believe you are qualified. Documents are not kept on file for future positions. Need Assistance: If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu. Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website. EEO Statement: Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law. Benefits: Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website. To apply, visit https://georgetown.wd1.myworkdayjobs.com/en-US/Georgetown_Admin_Careers/job/ICC-3rd-Floor/Program-and-Records-Administrator---Walsh-School-of-Foreign-Service_JR21207 jeid-96e94bb146b9f645984f348d8f90f15c