Office Support Associate - Office of the Registrar

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

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