Academic Records Specialist

UVA Health•Charlottesville, VA

2d•$55,000 - $60,000•Hybrid

About The Position

The School Certifying Official & Military Educational Benefits Specialist (SCO) is a member of the UREG Military Educational Benefits team. The SCO ensures the integrity of student academic records, supports compliance with federal and state regulations, and provides guidance to military-affiliated students. The position certifies students for educational benefits administered through the U.S. Department of Veterans Affairs (VA), Virginia Department of Veterans Services (DVS), and Department of Defense (DoD), in accordance with applicable regulations and university policies. The SCO supports veterans and other students using military educational benefits through accurate certification, advising, and advocacy. The role also coordinates with university units, supports UREG operations and academic services, contributes to audit preparation and process improvements, and communicates benefit requirements and status to students and other audiences. This is an exempt-level, benefited position based in Charlottesville, Virginia, and eligible for a hybrid schedule under UVA remote-work guidelines. The anticipated hiring range is $55,000–$60,000, commensurate with education and experience. Application review begins after October 19, 2026. Background checks are conducted for new hires, and candidates requiring immigration sponsorship now or in the future will not be considered.

Requirements

Bachelor's degree, or four years of higher education or student records experience in lieu of a degree.
Significant student records experience.
Strong written and verbal communication skills, particularly in complex or high-stakes situations.
Ability to work independently with limited supervision and manage complex administrative processes.
Demonstrated ability to build collaborative relationships and influence outcomes across teams.
Analytical thinking and problem-solving skills, including the ability to interpret policies and recommend process improvements.
Commitment to working effectively with individuals from diverse backgrounds and experiences.

Nice To Haves

Experience within a university registrar’s office or academic records environment.
Familiarity with federal or state regulations, particularly military educational benefits programs administered by VA, DVS, or DoD.
Experience supporting military-affiliated or veteran student populations.
Knowledge of student information systems (SIS) and academic scheduling processes.

Responsibilities

Serve as a School Certifying Official, ensuring compliance with VA, DVS, DoD, and university policies.
Certify student enrollment for military educational benefits by verifying enrollment, monitoring academic progress and attendance, auditing records, and ensuring accurate regulatory reporting.
Maintain the integrity, accuracy, and security of student academic records in accordance with institutional and regulatory standards.
Review, interpret, and process documentation related to student eligibility for military educational benefits.
Manage records retention in compliance with federal, state, and university policies.
Support preparation for VA and State Approving Authority audits, including coordinating documentation and communications with university stakeholders.
Provide military-affiliated students with guidance on certification processes, reporting requirements, and benefit utilization.
Advise students on certification procedures and research and resolve certification discrepancies or payment issues.
Respond professionally and empathetically to inquiries through phone, email, and other communication channels.
Prepare and distribute communications to military-affiliated students about benefit status, requirements, and available resources.
Collaborate with School Certifying Officials and university partners to interpret regulations, identify certification issues, and implement consistent institutional responses.
Participate in working groups and institutional initiatives supporting military-affiliated students and improving service delivery.
Recommend and support process improvements to strengthen compliance, operational efficiency, and student experience.
Coordinate with registrars, Student Financial Services, Admissions, Student Affairs, and other units to integrate student support.
Support UREG operations, including shared responsibility for call center and central email communications.
Support coordination of academic events and registrar-related services for students, faculty, and staff.
Share responsibility for managing the [email protected] email account.
Clearly communicate complex regulatory requirements to students, families, faculty, and staff.