Academic Records Assistant Senior

Department: University Registrar

Salary/Grade: NEX/11

Reporting to the Senior Assistant Registrar, the Academic Records Assistant is a primary contact for the office, supporting students, staff, faculty, and alumni by performing essential customer service and administrative functions including but not limited to routing support tickets, updating and verifying student records, reception services, and approving space use requests. This position acts as a front‑line staff member of the Office of the Registrar Records Team with a special focus on undergraduate records and is an essential participant in the student athlete NCAA academic certification process.

The Academic Records Assistant understands FERPA requirements as well as policies and processes from all areas of the office and cultivates relationships with the rest of the University. This position is eligible for a hybrid work schedule after a training and evaluation period.

Please note:

This job is primarily in‑person with the opportunity for some hybrid work depending on departmental needs and work schedules.

• Processes changes to student records according to approved policies and procedures.
• Identifies record change requests that fall outside of policy boundaries and recommends a course of action to position supervisor and/or requestor(s).
• Creates student records for special populations.
• Performs changes and corrections to student demographic and biographic information.
• Preserves and archives records in the University document imaging systems maintaining a high level of familiarity with all University student records archive systems.
• Complies with federal standards and University policy for appropriate request and release of records including an understanding of FERPA and, less often HIPAA requirements.
• Produces and appropriately released current and former students' transcripts.
• Facilitates review of records and provides records support to the University community.
• Secures and maintains status as an active Notary Public.
• Participates in system testing.
• Produces and updates documentation and participates in process development.
• Assists the diploma and transcript teams during critical periods including diploma and transcript ordering, mailing supply order and distribution, and grade collection and processing.

• Fields departmental inquiries; answers questions regarding policies and procedures; and provides referrals to appropriate staff members in the Office of the Registrar and beyond.
• Performs administrative functions including intake and processing of forms.
• Updates student records and verifies student data.
• Fulfills space reservation requests.
• Arranges appointments for in‑person services, fulfills document requests, collects fees, processes credit card payments, and facilitates pickup orders.
• Coordinates office workflow including triage and routing of support tickets and management of departmental inboxes and phones.

• Assists with fulfillment of enrollment and degree verification requests.
• Participates in review and certification of student athlete's academic eligibility in compliance with University, NCAA, and Big
  10 standards.
• Assists with students' athletic eligibility certification at the beginning of each academic year, midway through each term, and at the end of each quarter including gathering degree audits, transcripts, and preparing documents as well as maintaining compliant records for the Big
  10, NCAA, and in the student information system.

Performs other duties as assigned.

• High School diploma or the equivalent combination of education, experience and training from which comparable skills have been acquired
• Ability to understand and explain university procedures and state and university policies and regulations.
• Eligibility to serve as an Illinois Notary Public
• Demonstrated ability to perform work with very high levels of accuracy and attention to detail.
• Good attendance and commitment to work requirements.
• Good organizational, time management and problem‑solving skills.
• Ability to think critically and apply logic…