Records and Scheduling Coordinator
Office of the Registrar
Division of the Provost and Dean of Faculty


Under the supervision of the Associate Registrar for Graduation and Curriculum, the Records and Scheduling Coordinator provides administrative and technical support for the Registrar’s Office. This position is responsible for providing exceptional customer service and administrative support for the Registrar’s Office. Also, serves as a resource for students, faculty, and staff, by providing information related to a variety of processes including grading, degree declaration, classroom reservations, etc. The position incumbent performs a wide variety of administrative tasks requiring independence, attention to detail, and the application of a comprehensive knowledge of a variety of policies and procedures. Because this position serves our diverse student population and programs, including international education, cross-cultural competence is critical.



  • Provides support for the maintenance to the on-line degree system.
  • Assists with processing declaration of major/minor/audit forms, goal forms, and advisor assignments.
  • Assists students and the Deans Offices with the transfer credit evaluation process, checks college/university accreditation status and posts transfer credit and advance placement.
  • Creates new first-year and transfer student files from the Admissions Offices for Registrar's Office and a 2nd set for advisors.
  • Maintains all active and inactive student folders (purging, filing, rotating files, etc.).Responsible for permanent storage (archiving of student records, graduated, withdrawn and inactive student records.)
  • Responsible for overseeing the final grading process which includes establishing deadlines for grade submission and grade processing according to established policy and procedures. This also includes monitoring and posting course repeats and the posting of titles to Independent Studies.
  • Monitors extensions and deadline for incomplete grades, and prepares reports for the Deans to use for academic review.
  • Coordinates the handling of new course proposals with academic departments and the Committee on Academic Affairs.
  • Provides support to R25 classroom reservations system during academic year.
  • Records on-line information on computerized transcripts (honors, academic awards, scholarships) and SIS data entry.
  • Maintains student biographical information in PeopleSoft system of record.
  • Maintains student academic action (probation, academic warnings, etc.) in the Student Information System.
  • Assists supervisor with support for catalogue and class schedule maintenance as needed.
  • Serves as back-up to the Student Services Coordinator when needed.


  • Maintains positive interpersonal relationships with students, faculty and staff.
  • Assists Associate Registrar/Registrar with special projects when needed.
  • Abides by the rules and regulations according to the Family Educational Rights and Privacy Act (FERPA/Buckley Amendment).
  • Assists with on-line registration, drop/adds, transcript production as needed.


Bachelor's degree preferred. At least two years of increasingly responsible administrative and programmatic experience in an educational institution preferably in curriculum or student records management. Candidates for the position must possess superb written and oral communication skills, proven PC skills (Excel, MS Windows) and familiarity with the Internet. Highly skilled in customer service and records management.


This is a full-time, 12 month, non-exempt, benefits eligible administrative position. Normal hours of work are Monday-Friday, 8:30 AM-5:00PM. Regular and reliable attendance is expected and required. Additional hours may be required on occasion. This position description is not all-inclusive, as other tasks or duties may be assigned.


Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio https://apply.interfolio.com/49103.

If you have any questions about using Interfolio, please send to ferran@hws.edu.


Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

Founded as Hobart College for men and William Smith College for women, Hobart and William Smith Colleges today are a highly selective residential liberal arts institution with a single administration, faculty and curriculum but separate dean’s offices, student governments, athletic programs and traditions.  The Colleges are located in a small diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,000, the Colleges offer 62 different majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.



Preparing Students to Lead Lives of Consequence.