The University of Illinois Urbana-Champaign is seeking an Office Support Associate for the Office of the Registrar. This role involves providing high-quality customer service and performing administrative duties related to transcript processing, enrollment verification, and maintaining accurate student records.
Responsibilities
- Serve as the primary point of contact for students, alumni, parents, faculty, staff, and the general public via phone, email, and in-person interactions
- Respond to inquiries regarding transcript requests, enrollment and degree verifications, registration changes, tuition and fee assessments, and general Registrar services
- Provide accurate and timely information to campus departments, external agencies, and state or federal investigators in accordance with university policies and procedures
- Distribute completed documents, including transcripts, enrollment and degree verifications, and residency regulation materials
- Maintain a high standard of professionalism, confidentiality, and customer service in all communications
- Manage the intake, tracking, internal routing, and review preparation of residency petitions and residency appeal requests
- Maintain detailed and accurate internal tracking records for residency petitions and appeals
- Distribute completed residency determinations and related regulatory materials
- Respond to basic inquiries regarding residency policies and procedures
- Process course audit registrations, demographic updates, and other student record changes to ensure the accuracy of official university records
- Maintain confidential student files and records using Microsoft Excel and internal database systems
- Prepare and compose correspondence containing sensitive or confidential information based on established guidelines
- Process requests for copies of course descriptions and related academic records
- Respond to phone inquiries and National Student Clearinghouse requests related to enrollment and degree verification
- Process enrollment verification requests using iVerify
- Serve as backup support for preparing, printing, and distributing official transcripts, including mailing, third-party delivery, and student pickup
- Prepare written materials such as forms, template correspondence, labels, and short communications
- Route incoming correspondence to appropriate units within the Office of the Registrar to ensure efficient workflow
- Monitor and maintain office supplies, including printer and copier materials
- Shred confidential documents and archive office records in accordance with retention policies
- Manage and maintain both digital and physical filing systems
- Perform additional duties as assigned to support the overall operations of the Office of the Registrar
Skills
- High school diploma or equivalent
- Any one or combination totaling eighteen (18) months from the categories below: College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one year (12 months); Associate's Degree (60 semester hours) equals eighteen months (18 months); Work experience performing office/clerical activities, including the use of computer systems
- Knowledge of student information systems (e.g. Banner) and its related processes, Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, and web-based reporting tools
- Demonstrated expertise in FERPA, university policies and regulations governing Registrar operations, and university registration and residency policies
- Excellent communication skills, both verbal and written; able to explain complex policies clearly
- Exhibit strong interpersonal skills, maintain professional telephone etiquette, and deliver exceptional customer service
- Demonstrated ability to work independently and collaboratively and quickly learn and apply new information to complete assigned responsibilities
- Demonstrated ability to maintain accuracy and attention to detail while effectively managing multiple priorities and remaining calm, organized, and adaptable in a fast-paced environment
Benefits
- Health
- Dental
- Vision
- Life Insurance
- Retirement Plan
- Paid time Off
- Tuition waivers for employees and dependents
Company Overview
The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development. It was founded in 1915, and is headquartered in Champaign, IL, US, with a workforce of 10001+ employees. Its website is http://illinois.edu.
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