New

Assistant Records Management Officer - Office of the Registrar

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Jul 14, 2026
Assistant Records Management Officer - Office of the Registrar Assistant Records Management Officer - Office of the Registrar Hiring Department: Office of the Registrar Location: Chicago, IL USA Requisition ID: 1041943 FTE: 1 Work Schedule: Monday - Friday Shift: Days # of Positions: 1 Workplace Type: Hybrid Posting Close Date: July 18, 2026 Salary Range (commensurate with experience): $58,636.50 - 61,015.50 / Annual Salary About the University of Illinois Chicago 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. Duties & Responsibilities: 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, and other allied services. Assists in the training of staff in the operation of micrographic equipment, imaging systems, and transcript production and delivery techniques. Maintains inventory of commodities used in record production and storage. Assists in the maintenance of production records for the unit and equipment and labor utilization records. Assist students with transcript ordering (phone and online help systems). Assist in person when needed and interact with student services offices related to transcript ordering. Assist current students, former students, and third parties with all aspects of records requests including transcript requests, enrollment verifications and degree verifications. Must use university policies found in the Undergraduate and Graduate Catalogs, Registrar website, and University Administration systems related to release of transcripts. Resolves problems, which require the interpretation, explanation, and justification of University policies related to grade reporting. Performs quality control audit of transcript production particularly related to older records and colleges with non-standard grade submission such as the College of Medicine. Organize processes to best serve students and Registrar staff to meet student requests. Maintains knowledge of university policies and procedures related to processing academic student records and keeps current on any changes. Perform other related duties and participate in special projects as assigned. Minimum Qualifications Required: Any one or combination totaling three (3) years (36 months) from the categories below: Coursework in administrative sciences, business administration, or a closely related field, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate's Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor's Degree (120 semester hours) equals three (3) years (36 months) Work experience in the management of records systems and micrographics technology. Preferred Qualifications: Experience in higher education. Experience with Banner or another Student Information System. Knowledge of FERPA privacy standards. Strong interpersonal and communication skills, with the ability to effectively support a diverse student population. High attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Proficiency with Microsoft Office and university administrative systems. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/20354?c=uic Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-dd3f57d9ab20fb49ab411d78b79f9502