Assistant Records Management Officer - Office Registrar

Office of the Registrar

Chicago, IL USA

1041943

1

Monday - Friday

Days

1

Hybrid

October 18, 2026

$59,806. / Annual Salary

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI).

Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities.

UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The Assistant Records Management Officer supports the Records unit of the Office of the Registrar including handling customer requests for enrollment or degree verifications, diploma issuance customer service, and working with the National Student Clearinghouse (NSC) web-based portal, the Banner database, and archived academic ledgers for verification and discrepancies.

• Receive customer requests for verification of academic records using online request systems. Troubleshoot over the phone and in person.
• Check customer photo identification for security purposes upon distribution of verifications in person and coordinate payment when required.
• Check Banner system for status on academic records.
• Review archived documents against information posted on the Banner database. Note any discrepancies and corrections to office processors.
• Process all verification requests originating due within the NSC web-based portal.
• Assist in diploma processing, customer service, and coordinate late degree diploma orders.
• Coordinate name changes for diploma names as well as assist in all aspects of quality assurance, issuance, and ordering of diplomas.
• Timely completion in the Banner database each semester of GPA recalculations when assigned by Assistant or Associate Registrars for exclusion of certain courses from GPA per college approval and university policy.
• Monitor and process graduate requests from online Degree Letter dashboard. Monitor and respond to inquiries from faculty and students received through help ticket system.
• Process Diploma Apostille processes while conforming to the Secretary of State requirements.
• Assists in consulting with record-generating departments for transcript production and enrollment verifications, providing technical expertise relative to records generation, inventory management, and disposition of enrolled student records.
• Recommends to the supervisor policies and procedures related to record maintenance and disposition.
• Directs daily activities of the records center staff and student workers involved in microfilm production and processing, data retrieval and storage,…