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University of Illinois Urbana-Champaign · 21 hours ago

Office Support Associate - Office of the Registrar

Urbana, IL

Full-time

Hybrid

Entry Level

$39K/yr - $39K/yr

1+ years exp

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.

Higher Education

No H1B

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

Qualification

Student information systemsFERPA knowledgeMicrosoft OfficeAdobe AcrobatWeb-based reporting toolsCustomer serviceCommunicationInterpersonal skillsAttention to detailOrganizational skills

Required

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

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign is dedicated to building upon its tradition of excellence in education, research, public engagement and economic development.

Founded in 1915

Champaign, IL, US

10001+ employees