Records and Compliance Coordinator

Employer: Virginia Commonwealth University

Location: Richmond, Virginia, United States

Salary: Competitive Salary

Date posted: Nov 12, 2025

Position Type: Administrative, Academic Affairs, Other Academic Affairs, Student Affairs, Academic Advising & Academic Support Services, Enrollment Management

Employment Type: Full Time

Job Details

Unit: Offc of Strategic Enrollment Mngmnt

Department: Records and Registration

Department Summary: The Records and Compliance Coordinator in the Office of the University Registrar (OUR) is responsible for leading the academic grading process for the university in addition to various ongoing, critical OUR processes. This position supports the Academic Regulations Appeals Committee (ARAC) activities as well as various major functions within the office including the processing of Academic Standing and Special Action Forms. This position also assists with the NCAA eligibility certification process and records maintenance.

Core Responsibilities:

University academic grading process (40%)

• Coordinates the collection, processing and posting of grades including outreach and communication to schools, departments, and faculty.
• Coordinates communication of grading and academic standing items to students.
• Sets deadlines for schools and departments to process certain grading actions and conducts outreach and communication to ensure these deadlines are met.
• Runs grades outstanding reports and communicates with instructors, deans, and department chairs to ensure the grades are submitted on a timely basis. Distributes reports as needed.
• Oversees the academic actions process and ensures that students are not attempting too many credit hours as compared to their academic standing. Communicates with students if schedule changes must result from their academic standing.
• Creates shared tools for each school, each semester, for inputting of grade changes.
• Enters the grade changes on student records in the student information system and recalculates academic standing as a result of these changes.
• Assists with the maintenance of the historical repeat file and the placement of historical repeats on student records as needed.

Records maintenance (25%)

• Reviews Academic Regulations Appeals Committee (ARAC) decisions and Graduate School Special Action forms and updates student records as approved with 100% accuracy.
• Manages the prerequisite check process, dropping of students who have not met the course prerequisites, and notifies students who are dropped.
• Reviews various edits and makes corrections as needed.
• Assists with student information system student record conversions.

Assists with the NCAA eligibility certification process (20%)

• Monitors academic standing, enrollment status, and program of study of student-athletes as defined by NCAA bylaws.
• Maintains and applies knowledge of NCAA bylaws to ensure institutional compliance.
• Maintains forms and procedures as necessary to comply with changing rules and needs of the university, A-10, and NCAA.

Pass/Fail compliance management (10%)

• Creates and maintains forms through which students may submit requests to opt into Pass/Fail.
• Creates and updates centralized sheets and workflow for advisors to review and approve or deny Pass/Fail requests. Prepares and edits the final file of Pass/Fail requests in preparation for the insert into the student information system.
• Ensures proper communications to students of the approval or denial and advisors for deadlines and process questions.

Other duties as assigned (5%)

• Responds to the OUR email account.

Other Position Details:

• Hybrid work schedule available for up to 60% of the week.

Qualifications:

Minimum Qualifications

• Bachelor’s degree in related field or equivalent combination of training, education, and experience.
• Professional experience working in a registrar's office
• Professional experience with student information systems.
• Excellent oral and written communication skills.
• Ability to use analytical thinking to research and resolve problems.
• Ability to understand, apply, and maintain a current knowledge of applicable VCU policies and procedures.
• Knowledge of student right to privacy laws and respect for students’ right to privacy when handling communications and documents (FERPA).
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Experience in a large university setting, ideally performing registrar office duties.
• Functional experience with the VCU grading process or other VCU academic regulations.
• Experience writing reports with a tool such as SAS Enterprise Guide.
• Experience training stakeholders from broad and varied backgrounds and experiences.

Salary Range: Up to $43,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: Coordinator SS 1

Position Closes: 11/30/25 at 11:55PM