Assistant Records Management Officer - Office of the Registrar

Duties & Responsibilities: Assist students with registration, tuition, and fee inquiries by serving as a primary point of contact via phone, email, virtual platforms, and in-person services. Troubleshoot registration and enrollment issues, including add/drop errors, time tickets, prerequisites, restrictions, holds, and term withdrawals. Process registration forms, petitions, and withdrawal requests in accordance with university policies and deadlines. Support customer service operations by managing student cases through ticketing systems, ensuring timely responses. Maintain the secure handling of student data by following FERPA regulations, university privacy standards, and record retention protocols to ensure confidentiality and compliance. Investigate and, with guidance from the Assistant Director, resolve complex student record issues—including registration errors, duplicate records, course restrictions, tuition assessment discrepancies, Guaranteed Tuition Plan compliance, and immunization verification—by collaborating with academic departments, the University Bursar, and the Office of Student Financial Aid and Scholarships. Audit student data within the Student Information System to ensure accuracy in registration transactions, tuition and fee assessments, and immunization records. Identify and correct discrepancies, escalate system issues, and participate in system upgrades, testing, and process improvement initiatives for Banner and related applications. Review and verify immunization documentation in compliance with Illinois Department of Public Health (IDPH) and UIC requirements. Update or release holds, communicate deficiencies to students, and ensure timely resolution. Apply university, state, and federal regulations, including FERPA, IDPH standards, Guaranteed Tuition Plan policies, and academic regulations. Support the implementation and communication of policy updates. Contribute to departmental operations by assisting with event support, meeting preparation and occasional front-desk coverage. Provide backup support to other Registration Services functions as needed to ensure continuity of service during peak periods, staff absences, or special initiatives. Assist with training student staff and new employees, and maintain internal process documentation, knowledge articles, and FAQs. Participate in Registrar-led projects that enhance service quality, operational efficiency, and compliance. 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, preferably in a Registrar's or college office. Familiarity with Banner or other SIS systems. Knowledge of FERPA, Illinois immunization requirements, and university academic policies. Strong interpersonal and communication skills, with the ability to support diverse populations. High attention to detail, strong organizational skills, and ability to manage multiple priorities. Proficiency with Microsoft Office and university administrative systems. Ability to exercise sound judgment, maintain confidentiality, and provide exceptional customer service. 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.