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Student Records Administrator

Apply now Job no: 493016
Work type: Full-time
Location: Chester
Categories: Administrators

Widener University is currently seeking a Student Records Administrator in the Registrar’s Office within the division of Enrollment Services. Reporting to the Associate Registrar, the Student Records Administrator will serve as the primary point of contact in the Registrar's Office for information related to the transfer of credit and ensures the accurate posting of transfer credit from all sources. This role will assist with the maintenance of the degree audit and student planning systems.

The Administrator applies best practices to develop procedures for evaluating transfer credit and updating transfer equivalences and keeps current with AACRAO best practices. The Administrator works in collaboration with the academic units and serves as a member of the Registrar's Office team to support events and initiatives as assigned.

DUTIES AND RESPONSIBILITIES (including, but not limited to):

Essential duties:

  • Serve as the University’s expert and primary point of contact in the Registrar’s Office for information related to the transfer of credit.
  • Ensure the accurate evaluation and timely posting of transfer credit from all sources, including accredited institutions; examinations; portfolio review, study abroad, etc., for new, continuing, and transfer students.
  • Ensures the equivalencies in the Transfer Equivalency System (TES) are current and accurate.
  • Maintain the Ellucian Colleague system for course equivalences, including updating course equivalencies as required via the curriculum approval process and other relevant procedures.
  • Collaborate with Admissions, the Office for Student Success, and other relevant stakeholders to maintain accuracy of data and reports for students identified as needing credit evaluation.
  • Lead the effort to create and train and implement procedures for academic departments on the procedure for approving equivalency changes and ensure adherence to transfer credit policies.
  • Determine the transferability and applicability of credit from other institutions.
  • Review policies and procedures related to transfer credit evaluation and recommend changes as warranted.
  • Record all transfer credit-related data including previous college credits, licensures/certifications, military credit, articulation credit, etc.
  •  Provide excellent customer service and manage correspondence of transfer credit communications for students, faculty, advisors, staff, and others.
  • Must possess a strong understanding of curriculum and common course numbering
  • Attend and participate with graduation and other events as per required by office role.
  • Assist with the maintenance and accuracy of the degree audit software, troubleshoot problems and assist with new program degree audit templates, maintaining and updating program changes to templates and facilitates changes to degree audits for program modifications
  • Develops and administers operating policies and procedures concerning the degree audit system; advises on applicable rules, regulations, guidelines and University policies.

Secondary responsibilities:

  • Pursue professional development opportunities including, but not limited to keeping current with AACRAO transfer credit best practices.
  • Ability to maintain and process confidential and sensitive information appropriately.
  • Performs other duties relating to the Registrar’s Office

MINIMUM QUALIFICATIONS (education/training and experience required):


  • Bachelor’s degree
  • Two (2+)  years of work experience preferably in a registrar’s office, admissions or other student support office.
  • Demonstrated proficiency with higher education system administration software.
  • Exceptional technical skills and demonstrated proficiency using enterprise systems or data information systems. 
  • Demonstrated expertise in Microsoft Office Suite (excel, word, outlook, etc.).
  • Highly organized with focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
  • Ability to work independently and as a member of a team.
  • Knowledge and understanding of academic rules and regulations in the academic catalogue.
  • Ability to research and troubleshoot challenges regarding transfer articulation.
  • Knowledge of student record confidentiality issues and expertise in interpretation and enforcement of University, state, and federal regulations (e.g. FERPA).
  • Excellent interpersonal and cultural competency skills, commitment to modeling inclusive behavior and promoting a culture of belonging, and demonstrated ability to communicate and work collaboratively and effectively with a wide range of constituencies in a diverse community.
  • Ability to communicate effectively, in writing and verbally, with undergraduate students, working adults, faculty and staff, administrators, parents, as well as external and internal reporting agencies.
  • Sound professional judgment, flexibility, willingness to learn and implement new technologies, and the highest standards of professional ethics and integrity.
  • Ability to manage multiple responsibilities, set priorities, meet deadlines, and maintain accuracy and attention to detail.


  • Ellucian Colleague Student Module preferred.
  • Demonstrated experience in Slate or similar system preferred


  • Rare, but occasional weekends or evenings (e.g., commencement ceremonies)

Qualified candidates must submit a resume and cover letter for consideration.  Incomplete applications will not be considered. Only those selected to interview will be contacted. 

Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive.  We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran. Widener University requires all prospective employees to provide proof of being fully vaccinated (including booster) against COVID-19 prior to employment or apply and be approved for a medical/religious exemption.  Offers may be rescinded if new employee does not provide proof of being fully vaccinated in a timely manner.

Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener’s Flexible Work policy. 

Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at


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