OAVII, Academic Services Assistant

Job Title:

Job Summary:

Full Job Description:

Key Responsibilities

Student Records & Services

• Serve as a front-line and second-tier resource for student inquiries related to academic records, enrollment, and registration petitions.
   
• Accurately process student record changes such as leaves of absence, withdrawals, registration exceptions, and grade changes.
   
• Interpret and apply university policies when reviewing student record transactions and guiding students and staff.
   
• Maintain and audit digital student records in compliance with university retention policies and FERPA regulations.
   
• Participate in the processing of readmitted student records.
   

Transcript Fulfillment & Process Management

• Manage the day-to-day operations of transcript processing via the National Student Clearinghouse and student information system (Banner).
   
• Identify and troubleshoot transcript errors; work closely with IT and Registrar leadership on testing and implementing transcript-related system enhancements.
   
• Maintain archived transcripts and oversee scanning and indexing in the document imaging system (e.g., ApplicationXtender).
   
• Serve as the designated contact for fulfilling transcript requests from government agencies or employers conducting background checks.
   

Enrollment & Degree Verifications

• Coordinate enrollment and degree verification services for students and third-party entities.
   
• Resolve data mismatches or complex verification requests.
   
• Assist in validating diploma authenticity for employers, agencies, and international institutions.
   

Veteran Education Benefits

• Serve as a School Certifying Official (SCO) for Department of Veterans Affairs education benefit programs.
   
• Certify and submit enrollment information for eligible students and respond to VA compliance requirements.
   
• Track and process tuition/fee payments, book allowances, and related documentation for Chapter 31 and other benefit programs.
   
• Support CSAAVE reapproval, VA audits, and annual compliance reporting in collaboration with senior staff.
   

Project Support & Other Duties

• Maintain up-to-date documentation and training materials for Academic Services procedures.
   
• Submit Cal Grant GPA verification files to the California Student Aid Commission.
   
• Assist with ROTC cross-registration and consortium coordination.
   
• Participate in Commencement ceremonies, regalia distribution, and other registrar-sponsored events.
   
• Help train and mentor student assistants.
   
• Provide website content updates for the Academic Services unit.
   
• Perform additional Registrar-related duties and projects as assigned.
   

Qualifications

Required

• Post high school education preferred.
   
• Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.

• At least two years of professional experience, preferably in a customer service, administrative support, or data-focused environment.
   
• Demonstrated ability to learn and apply complex processes or systems quickly and accurately.
   
• Strong verbal and written communication skills.
   
• High degree of accuracy and attention to detail.
   
• Ability to work independently, manage multiple tasks, and meet deadlines.
   
• Demonstrated ability to interpret and follow policies and procedures.
   
• Commitment to student service, equity, and continuous improvement.
   

Preferred

• Experience working in a college or university registrar’s office or other student services unit.
   
• Experience using an integrated student information system (e.g., Ellucian Banner, PeopleSoft, Colleague).
   
• Experience with National Student Clearinghouse services (transcripts, verifications).
   
• Knowledge of FERPA, VA education benefits regulations, and document imaging systems.
   
• Experience with process improvement, training, or procedural documentation.
   

Additional Information

• Occasional evening or weekend work may be required during peak times (e.g., Commencement).
   
• This position requires handling confidential and sensitive student data with discretion.
   
• Candidates should demonstrate a commitment to the mission and values of the University and a service-oriented mindset.
• Experience with and demonstrated ability to work with a diverse student body, faculty and staff.
   

Full-Time/Part-Time:

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