Academic Records Assistant II

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Pay Grade: 27N

Under the limited supervision of the Associate Registrar, the Academic Records Assistant II collaborates with academic units and provides guidance and structure for the degree clearance process. The primary responsibility is acting as liaison to academic departments and the graduate college for degree clearance and conferral. Responsibilities include creating expected graduation reports, auditing and correcting issues with diploma names and addresses, ordering diplomas, and compiling commencement‑related data.

The role oversees all student plan data‑entry updates including admission revocations, readmissions, withdrawals, suspensions, temporary separations, and cancellations for non‑payment. The position will provide high‑quality customer service responsibilities both virtually and in‑person and perform various administrative tasks to support office functions. This individual must exercise a high level of independent judgment, initiative, time‑management, organizational, and problem‑solving skills. In addition, this individual must have exceptional oral and written customer service skills, with the ability to diplomatically handle stressful situations.

Attention to detail is essential.

• Responsible for preparing expected graduation reports for the colleges, examining reports for errors and updating student information in UDSIS throughout the degree conferral process. Contact for all graduation‑related items and troubleshooting of issues. Manage the posting of degrees and liaison to the degree clearance process.
• Process webforms including Change of Major/Minor/Expected Graduation, Change of Catalog, Honors program coding, and course of study updates. Acts as the main contact for program/plan‑related questions. Maintain the routing of, and troubleshoot issues with, the Change of Major, Minor and Graduation Term webform.
• Support student academic plan management updates that result from Faculty Senate decisions.
• Process Readmission Application form requests. Process online web forms in UDSIS; provide clarification to questions and concerns from students, parents, staff, and originators of forms; advising individuals on the proper procedure and options resulting from web form requests. Maintain the routing of, and troubleshoot issues with the Application for Readmission.
• Serve as the point of contact for all diploma‑related questions and inquiries. Maintain accurate diploma order records. Submit diploma replacement requests and batch diploma orders for the University’s four degree conferral periods. Oversee other necessary diploma orders as needed. Serve as the primary point of contact for the diploma vendor. Maintain and troubleshoot issues with the diploma replacement Cash Net form.
• Provide all graduation/diploma‑related reports including Save the Date/ Regalia, Fun Facts, High‑index Senior, and the commencement program/bulletin.
• Manage degree‑conferral email account. Address emails in a timely and professional manner.
• Process Withdrawals and Admission Revocations and manage, in collaboration with Student Financial Services, the cancellation for non‑payment process.
• Manage suspension, expulsion, and temporary separation processes when directed by Office of Community Standards and Conflict Resolution.
• Serve as back‑up for processing student Leave of Absence and Course Permit forms.
• Communicate and clarify University policies and procedures as appropriate. Maintain archival records as required by position.
• Provide department‑wide customer service to faculty, staff, and students.
• Perform miscellaneous job‑related duties as assigned.

• High school diploma or GED and two to three years of related experience.
• Extensive knowledge of the principles and practices of office management; knowledge of academic and administrative programs, policies and procedures.
• Ability to analyze and interpret academic records, make independent decisions and judgments in keeping with the level of the position.
• Familiarity with curriculum and advisement technologies highly desirable.
• Ability…