Student Records Assistant

This position is one of two initial points of contact supporting students, staff, faculty, and alumni by performing essential reception, customer service, and administrative functions including but not limited to registering students, updating and verifying Student Records, and approving space use requests. In addition, this position acts as a front-line staff member of the records team in the Office of the Registrar with a special focus on maintaining undergraduate academic records. The Student Records Assistant understands FERPA and HIPAA implications for their work as well as policies and processes from all areas of the office and cultivates positive relationships with the rest of the University.

Specific Responsibilities:

Student Records

• Makes changes to Student Records according to approved policies and procedures;
• Creates Student Records for special populations;
• Performs changes and corrections to student demographic and biographic information;
• Maintains and archives records in the University document imaging systems while maintaining a high level of familiarity with all archival systems utilized by the University for Student Records;
• Maintains compliance with federal standards and University policy for appropriate request and release of records including an understanding of FERPA and HIPAA requirements;
• Produces transcripts of current and former students;
• Facilitates review of records and provides records support to the University community;
• Serves as notary public;
• Participates in system testing;
• Produces and updates documentation and participates in process development and improvement;
• Assists the diploma and transcript teams during critical periods including with diploma and transcript ordering, mailing supply order and distribution, and grade collection and processing;

Reception

• Fields departmental inquiries; greets patrons; answers questions regarding policies and procedures; and provides referrals to appropriate staff members in the Office of the Registrar and beyond.
• Performs administrative functions including intake and processing of various forms;
• Updates Student Records and registration and verifies student data;
• Fulfills space reservation requests;
• Accepts in-person transcript requests, including collecting fees, processing credit card payments, and facilitating pickup orders;
• Coordinates workflow with the other front desk staff including developing reception area coverage;

Verification/Certification Support

• Performs data entry and administrative tasks to facilitate review and certification of student athletes in compliance with University, NCAA, and Big10 standards according to established procedures;
• Assists with athletic eligibility certification at the beginning of each academic year and the end of each quarter including gathering degree audits, transcripts, and preparing documents as well as maintaining compliant records for the Big10, NCAA, and in the student information system;
• Assists with fulfillment of enrollment and degree verification requests;

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or the equivalent combination of education, training and experience from which comparable skills can be acquired.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Ability to understand and explain university procedures and state and university policies and regulations.
• Demonstrated ability to perform work with very high levels of accuracy and attention to detail.
• Reliable attendance and commitment to work requirements.
• Good organizational, time management and problem-solving skills.
• Ability to think critically and apply logic to solve problems
• Excellent customer service and interpersonal skills.
• Familiarity with multiple computer applications including MS Word, PowerPoint, Excel, email, web browsers.
• Ability to facilitate open and effective communication, cooperation, and teamwork within and outside of one's own team, including with parents, students, and medical professionals.
• Demonstrated ability to perform duties and responsibilities with attention to detail and support for organizational policies, as well as the ability to anticipate demands/pressures of assignments and adjust accordingly

Preferred Qualifications:

• Bachelor’s degree
• Experience working in academic environment
• Experience with digital imaging systems
• Experience with National Student Clearinghouse records
• Experience working with student information systems (Oracle PeopleSoft Campus Solutions or similar)

Preferred Competencies: (Skills, knowledge, and abilities)

• Demonstrated ability to work effectively in an environment in which the parameters may change daily and to adjust behaviors to meet the needs of different people or situations.
• Previous experience monitoring customer satisfaction and providing suggestions to improve quality and value to the customer.
• Ability to build collaboration by encouraging trust, mutual respect, and a sense of shared purpose.

Target hiring range for this position will be between $22.15-$24.15 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.