Academic Coordinator for Exams, Grades, and VA Services, Office of the Registrar - Georgetown Unive

Washington D.C.
Mar 21, 2018
May 09, 2018
Full Time
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Academic Coordinator for Exams, Grades, and VA Services, Office of the Registrar - Georgetown University Law Center

The Academic Coordinator serves as both a point of first contact for people contacting the Registrar's Office and as an intermediary for callers and visitors with questions unrelated to the services provided. S/he is responsible for determining which matters the Office of the Registrar can handle and directing any other questions to the appropriate office or individual. Reporting to the Associate Registrar for Exams, Grades, and VA Services, the Academic Coordinator has duties that include but are not limited to;

Supervision of Paper Administration Process

  • Accepts and records receipt of approximately 1,500 papers each semester and forwards to professors.
  • Maintains familiarity with all legal writing requirements.
  • Advises Registrar of courses which circumvent the requirements, as stipulated in the Student Handbook.
  • Works closely with both full-time and adjunct faculty to learn their preferences regarding extension requests, delivery information, and format of their papers.
  • Receives requests for extensions of deadlines on all Law Center papers as agreed to between professor and student.
  • Coordinates with appropriate Deans, either for the J.D. or Graduate program, for approval of extension; communicates Deans' decision to the student and the faculty member; notes decision on the students' records in Banner, so that all staff can refer to them; and in some cases, the incumbent serves as the intermediary for the parties.
  • Develops and maintains a tracking system for all paper and extension-related matters so that other staff members have a complete picture of a student's situation.
  • Follows up on students who miss their deadlines and consults with professors whether they are willing to read late papers.
  • Investigates missing papers for faculty.
  • Works with the Senior Associate Registrars and Manager of Veteran Services and Records to determine which students should receive failing grades for failure to submit required work.
  • Ensures that all papers meet the legal writing requirements as stipulated in the Student Handbook; if a paper fails to meet these requirements, he or she alerts the Registrar to the situation and consults with the professor; and to ensure that the requirements are met, the incumbent serves as an intermediary between student and professor, articulating the professor's expectations and reiterating the Law Center's guidelines.

Supervision of the Administration of Take-Home Exams

  • Before the start of each exam period, follows procedures ensure the integrity of the take-home exam process.
  • Handles the administration of more than 3,000 take-home exams per semester
  • Accurately records times the take-home exams are available to start and end
  • Notifies students when necessary of missing or late take-home exams and makes arrangements for resolutions
  • Cultivates familiarity with professors' instructions on each exam.
  • Maintains confidentiality and safeguards exam questions and completed student responses
  • Returns the student responses to professors in a timely manner, via mail, courier, or in digital format
  • Maintains a thorough understanding of the Student Handbook, specifically the student honor code and discipline.

Front Counter Operations

  • Serves as the initial point of contact for both current and prospective students, faculty and staff, alumni, and other visitors, handling between 100 and 300 inquiries each day - both at the Law Center's front counter and by phone.
  • Provides information to students, alumni, and faculty.
  • Assists investigators coming into the office by providing unofficial transcripts and checking records for academic and disciplinary matters.
  • Corresponds with students in faculty by walk -in, telephone, or email.
  • Maintains knowledge of the Office of the Registrar rules and procedures, as well Law Center policies and procedures.
  • Designs and updates office forms.
  • Provides "Emergency Transcripts" during interview season.
  • Makes proper certification and clearance of the student's account.
  • Updates student contact information in Banner, including current email addresses.
  • When appropriate, directs certain questions to others for resolution.
  • Determines whether students must be seen by the Registrar, Senior Associate Registrar, Associate Registrar, or Assistant  Registrar,  either immediately  or at  a scheduled appointment.


  • Bachelor's degree or equivalent experience as determined by the Office of the Registrar management
  • Exemplary organizational and customer service skills, attention to detail, and the ability to establish priorities
  • Ability to work with diverse constituencies, including students, faculty, staff, alumni, and other visitors
  • Ability to maintain the highest levels of professionalism and office decorum and to maintain the confidentiality of sensitive information
  • Ability to employ effective interpersonal and verbal and written communication skills with a wide variety of constituencies
  • Self-motivated with capacity to multitask
  • Working knowledge and prior use of Banner, Microsoft Access, and other Microsoft suite of products

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

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EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

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