OAVII, Academic Services Assistant

## OAVII, Academic Services Assistant Apply:
USF Hilltop Campus:
Full time:
Posted Yesterday:
R0012986
*
* Job Title:

** OAVII, Academic Services Assistant
*
* Job Summary:

** The Academic Services Assistant plays a key role in the daily operations of the Academic Services unit within the Office of the University Registrar. This position is responsible for coordinating and executing a wide range of student services including transcript fulfillment, enrollment and degree verification, veteran education benefits certification, and student record maintenance. The Assistant serves as a knowledgeable resource for university policies and procedures, provides excellent support to internal and external constituents, and contributes to process improvements and systems testing.  

This role is well-suited for a detail-oriented professional with strong administrative and customer service skills, a working knowledge of student information systems, and experience navigating complex regulations in higher education.
** Full

Job Description:

**##
** Key Responsibilities**###
** Student Records & Services
*** Serve as a front-line and second-tier resource for student inquiries related to academic records, enrollment, and registration petitions.
* Accurately process student record changes such as leaves of absence, withdrawals, registration exceptions, and grade changes.
* Interpret and apply university policies when reviewing student record transactions and guiding students and staff.
* Maintain and audit digital student records in compliance with university retention policies and FERPA regulations.
* Participate in the processing of readmitted student records.###
** Transcript Fulfillment & Process Management
*** Manage the day-to-day operations of transcript processing via the National Student Clearinghouse and student information system (Banner).
* Identify and troubleshoot transcript errors; work closely with IT and Registrar leadership on testing and implementing transcript-related system enhancements.
* Maintain archived transcripts and oversee scanning and indexing in the document imaging system (e.g., Application Xtender).
* Serve as the designated contact for fulfilling transcript requests from government agencies or employers conducting background checks.###
** Enrollment & Degree Verifications
*** Coordinate enrollment and degree verification services for students and third-party entities.
* Resolve data mismatches or complex verification requests.
* Assist in validating diploma authenticity for employers, agencies, and international institutions.###
** Veteran Education Benefits
*** Serve as a School Certifying Official (SCO) for Department of Veterans Affairs education benefit programs.
* Certify and submit enrollment information for eligible students and respond to VA compliance requirements.
* Track and process tuition/fee payments, book allowances, and related documentation for Chapter 31 and other benefit programs.
* Support CSAAVE reapproval, VA audits, and annual compliance reporting in collaboration with senior staff.###
** Project Support & Other Duties
*** Maintain up-to-date documentation and training materials for Academic Services procedures.
* Submit Cal Grant GPA verification files to the California Student Aid Commission.
* Assist with ROTC cross-registration and consortium coordination.
* Participate in Commencement ceremonies, regalia distribution, and other registrar-sponsored events.
* Help train and mentor student assistants.
* Provide website content updates for the Academic Services unit.
* Perform additional Registrar-related duties and projects as assigned.##
** Qualifications**###
** Required
* ** Post high school education preferred.
* Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
* At least two years of professional experience, preferably in a customer service, administrative support, or data-focused environment.
* Demonstrated ability to learn and apply complex processes or systems quickly and accurately.
* Strong verbal and written communication skills.
* High degree of accuracy and attention to detail.
* Ability to work independently, manage multiple tasks, and meet deadlines.
* Demonstrated ability to interpret and follow policies and procedures.
* Commitment to student service, equity, and continuous improvement.###
** Preferred
* ** Experience working in a college or university registrar’s office or other student services unit.
* Experience…