Career Opportunities

Internal Vacancies (Open to UW System Employees Only)

Student Services Coordinator

Posting Date

6/5/2019 12:00:00 AM

Position Information

Title: Student Services Coordinator

Essential Job Functions

This position reports to the Associate Vice Chancellor for Academic Affairs/Director of Graduate Studies and will serve as the primary contact for currently enrolled and potential graduate students. This individual will ensure that student academic support needs are met by managing student activities from initial interest in the programs, to assisting potential students with the application and admissions process, to monitoring students' progress toward degree completion, and counseling prospective and admitted students about degree/academic requirements. The Student Services Coordinator will also be responsible for maximizing the available technology for the purpose of recruiting students to UW-Green Bay. A special emphasis is placed on developing and implementing robust applications for the Customer Relationship Management (CRM) software, along with developing reports to support analysis of KPI and ROI for the Director of Graduate Studies and developing operational policies.

This position includes the following responsibilities:

  • Create, revise, and implement policies and procedures for graduate programs.
  • Collaborate with faculty and administrators regarding programmatic/academic initiatives.
  • Prepare admission materials for faculty review.
  • Create and update graduate program forms.
  • Provide project management oversight for new program startups and decommissioning.
  • Liaison with programs regarding student demographics, metrics related to admissions, student enrollment, student enrollment targets, and student degree progress.
  • Implement and maintain CRM system, including exploring expanded functionality within events module, overseeing batch loads, formatting lists, building data crosswalks, and producing user documentation on CRM functions for recording processes, testing, and training.
  • Build and maintain marketing technology and templates, using communication sequence technology, which includes audience segmentation.
  • Develop and maintain webforms, including data mapping.
  • Counsel current and potential students on residency requirements, faculty decisions, course waivers, enrollment questions, admission policies, and academic/graduate requirements.
  • Assist students with graduate program application process.
  • Serve as the official liaison with the Director of International Education regarding international student admission applications.
  • Determine and assign student status in Student Information System (SIS).
  • Work with admitted students to ensure they understand requirements.
  • Assist with reviewing academic records and advising students requesting reentry into a program.
  • Advise students regarding graduate study plans, thesis/project proposals, and thesis defense schedules.
  • Ensure thesis lists are completed and available to agencies.
  • Ensure documents are archived or maintained in compliance with policies.
  • Assist students with course registration and understanding course prerequisites.
  • Answer student questions about record holds.
  • Monitor progress of provisional students in fulfilling assigned prerequisites.
  • Monitor academic suspensions, probation cases, program plan changes, and appeal processes, serving as a liaison with the Office of the Registrar and the Office of Admissions.
  • Assist students with academic petition preparation.
  • Coordinate printing, binding, digitizing, and billing of theses, while maintaining a tracking spreadsheet.
  • Audit academic records to determine if all degree requirements have been met.
  • Coordinate graduate assistantship awards.
  • Draft admission and rejection letters.
  • Hire and supervise student office support, and supervise Student Status Examiner.
  • Participate in committees, activities, meetings, outreach, and professional development.



  • Bachelor's Degree in related field at time of application
  • Two years of higher education experience or working with CRM systems
  • Experience with customer service focused programming
  • Experience using and/or developing software applications, such as CRM


  • Direct customer service experience in higher education or similar customer service capacity
  • Supervisory experience
  • Experience with PeopleSoft SIS and/or Talisma/CRM software

The successful candidate will have strong oral, written, interpersonal, and organizational skills, the ability to communicate with a diverse student population, demonstrated integrity and strong leadership, and the willingness to be part of a collaborative team. The University welcomes applicants who are dedicated to enriching the quality of life for students and the community by embracing the educational value of diversity, promoting environmental sustainability, encouraging engaged citizenship, and serving as an intellectual, cultural, and economic resource.

Conditions of Appointment

Position requires occasional travel to offsite recruitment fairs and activities at the Marinette, Sheboygan, and Manitowoc campuses.

Position is a full-time Academic Staff appointment. Official transcripts of the highest degree achieved will be required of finalist(s). A criminal conviction investigation will be conducted on the finalist(s). In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.


Competitive salary commensurate with qualifications and experience.
This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click "View All Jobs"
  • Select "Student Services Coordinator"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Phone: (920) 465-2082

Application Deadline

To ensure consideration, please submit application materials by Wednesday, June 19, 2019.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.