VA Benefits and Transcript Coordinator (Hybrid) - University Registrar

Position Summary

The VA Benefits and Transcript Coordinator is a member of the student records and degree progress team in the Office of the University Registrar (OUR). The position is primarily responsible for reviewing and fulfilling official transcript requests and certifying student eligibility for VA benefits. The position collaborates with OUR team members, the student system support team and relevant vendors, and campus partners. This position reports to the Assistant University Registrar.

Job Description

Primary Duties & Responsibilities:

VA School Certifying Official (SCO): Certification & Reporting

• Certify student enrollments and tuition/fee data using VA Enrollment Manager System.
• Monitor enrollment in Workday and report changes (adds, drops, withdrawals, program changes, leaves of absence).
• Maintain and retain accurate records according to retention guidelines.

Compliance & Regulatory Oversight

• Serve as primary liaison with the VA and the State Approving Agency (SAA).
• Prepare for and coordinate VA compliance surveys and audits.
• Develop standard operating procedures and documentation for VA certification and compliance surveys and audits.
• Collaborate with campus partners to evaluate financial and/or record discrepancies.

Student Support

• Provide prompt and accurate service to students.
• Collaborate with campus partners to ensure accurate communication of VA policies and requirements.

Education & Training

• Participate in required training to earn and maintain School Certifying Official certification.

Transcript Support

• Monitor vendor system for errors as transcript requests are submitted and processed; field questions from requestors; process updates and adjustments as necessary and according to established protocols; troubleshoot and escalate technical or process problems as appropriate.
• Maintain basic working knowledge of information flow between Workday and transcript vendor in order to identify problems or patterns and accurately escalate.
• Maintain expert understanding of storage locations, policy and best practices for managing retention of records for all Danforth campus student records spanning prior student systems and current system of record.

OUR Student Records Team Engagement

• Participate fully in operational process and communication practices to ensure shared work within OUR teams, particularly supporting shared email accounts, student records updates and enrollment/degree verifications, is effectively executed across all functions according to the production calendar.

Engage with Workday Student Maintenance and Support

• Coordinate with OUR colleagues, Workday Support Team and WashU IT in maintaining system performance and integrations, i.e., testing and engaging with upgrades and ongoing maintenance
• Address support requests from campus partners and students and escalate as necessary in alignment with Workday support delivery model.

Maintain Office Standards and Expectations

• Coordinate special projects and perform other duties as assigned; engage in professional development activities and study to improve professional skills and stay current on regulations and best practices; attend and present at meetings and events to represent OUR and WashU in St. Louis.