Assistant Records Management Officer - Office of the Registrar

University of Illinois Chicago•Chicago, IL

7d•Hybrid

About The Position

The Assistant Records Management Officer supports the Registration Services unit within the Office of the Registrar. The position provides administrative support for core registration functions, including course enrollment, add/drop processing, tuition and fee assessments, term withdrawals, and immunization compliance for new and continuing students. The role assists students with registration troubleshooting and policy interpretation, maintains and audits student records for accuracy, ensures compliance with university and state regulations, and provides service to students, faculty, staff, and campus partners. The position also supports customer service operations, investigates student record issues in collaboration with university offices and academic departments, and contributes to system upgrades, testing, process improvement, training, documentation, and Registrar-led projects. Illinois residency is required within 180 days of employment.

Requirements

Any one or combination totaling three years (36 months) of qualifying coursework and/or work experience.
Qualifying coursework in administrative sciences, business administration, or a closely related field; coursework is measured using the stated conversion table or its proportional equivalent: 30 semester hours equals one year, an associate’s degree (60 semester hours) equals 18 months, 90 semester hours equals two years, and a bachelor’s degree (120 semester hours) equals three years.
Qualifying work experience in the management of records systems and micrographics technology.

Nice To Haves

Experience in higher education, preferably in a Registrar’s or college office.
Familiarity with Banner or other student information systems.
Knowledge of FERPA, Illinois immunization requirements, and university academic policies.
Strong interpersonal and communication skills, with the ability to support diverse populations.
High attention to detail, strong organizational skills, and the ability to manage multiple priorities.
Proficiency with Microsoft Office and university administrative systems.
Ability to exercise sound judgment, maintain confidentiality, and provide exceptional customer service.

Responsibilities

Assist students with registration, tuition, and fee inquiries by phone, email, virtual platforms, and in person.
Troubleshoot registration and enrollment issues, including add/drop errors, time tickets, prerequisites, restrictions, holds, and term withdrawals.
Process registration forms, petitions, and withdrawal requests according to university policies and deadlines.
Manage student cases through ticketing systems and ensure timely responses.
Handle student data securely in accordance with FERPA, university privacy standards, and records-retention protocols.
Investigate and, with guidance from the Assistant Director, resolve complex student record issues, including registration errors, duplicate records, course restrictions, tuition assessment discrepancies, Guaranteed Tuition Plan compliance, and immunization verification.
Collaborate with academic departments, the University Bursar, and the Office of Student Financial Aid and Scholarships to resolve student record issues.
Audit student data in the Student Information System for accuracy in registration transactions, tuition and fee assessments, and immunization records.
Identify and correct discrepancies, escalate system issues, and participate in system upgrades, testing, and process-improvement initiatives for Banner and related applications.
Review and verify immunization documentation in compliance with Illinois Department of Public Health and UIC requirements.
Update or release holds, communicate deficiencies to students, and ensure timely resolution.
Apply university, state, and federal regulations and support the implementation and communication of policy updates.
Assist with event support, meeting preparation, and occasional front-desk coverage.
Provide backup support for other Registration Services functions during peak periods, staff absences, or special initiatives.
Assist with training student staff and new employees, and maintain internal process documentation, knowledge articles, and FAQs.
Participate in Registrar-led projects that enhance service quality, operational efficiency, and compliance.
Perform other related duties and participate in special projects as assigned.