Academic Records Specialist

The Chronicle Of Higher Education, Inc.; Aurora (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

The Chronicle Of Higher Education, Inc. is seeking an Academic Records Specialist to assist with transfer evaluation, class scheduling, and managing student records at Aurora University. The role requires a Bachelor’s degree and at least two years of relevant administrative experience.

The ideal candidate will possess strong organizational and interpersonal skills, be proficient in Microsoft Office applications, and have the ability to handle confidential information. Join us in empowering students to achieve personal and professional success.

Qualifications

• Two years of office/administrative experience preferred.
• Prior Registrar's Office and/or university experience preferred.
• Prior Ellucian Colleague experience preferred.

Responsibilities

• Evaluate incoming transfer work for admitted students.
• Maintain and update transfer equivalencies in TES and Ellucian Colleague.
• Communicate with academic advisors and students regarding courses.
• Assist with student registration and updates to student records.
• Process academic transcript requests and assist with managing the transcript portal.
• Assist with graduation processing and diploma distribution.
• Assist with class schedule production and maintenance.
• Certify athletic eligibility.

Skills

Strategic thinking

Flexibility to adapt

Strong interpersonal skills

Strong customer service focus

Excellent organizational skills

Excellent oral and written communication skills

Proficient in Microsoft Office

Ability to handle confidential information

Education

Bachelor’s degree preferred

Tools

Ellucian Colleague

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Position Purpose

The Academic Records Specialist supports learning by assisting with transfer evaluation, class scheduling, commencement, student records, athletic eligibility, academic standards processes, and the day‑to‑day operations of the Office of the Registrar.

Core Competencies

1. Represents Aurora University in the most positive manner with prospective, former and current students, clients, suppliers, and the community we serve. Interacts effectively with a diverse group of faculty, staff, students and other customers of our service, learns and uses operating practices of the department and Aurora University.
2. Upholds the Mission Statement: At Aurora University, our singular goal is to empower students to achieve lasting personal and professional success. We do this by being an inclusive community dedicated to the transformative power of learning. As a teaching‑centered institution, we encourage undergraduate and graduate students to discover what it takes to build meaningful and purposeful lives.
3. Handles all information with tact and discretion and recognizes the confidential nature of university business.
4. Supports learning through performance of essential job functions and performing other duties and functions as necessary or as assigned.

Essential Job Functions

• Evaluate incoming transfer work for admitted students. Articulate transfer credit into the Ellucian Colleague student information system.
• Maintain and update transfer equivalencies in College Source's Transfer Evaluation System (TES) and Ellucian Colleague.
• Process and maintain records of prior approvals in TES.
• Communicate with academic advisors and students regarding course transfer and applicability toward the student’s program of study.
• Input AP, CLEP, Life and Vocational Experience credit, military, and all other types of external transferable credit information into Ellucian Colleague.
• Utilize Slate to run reports for admitted students; move applicant files to create student records in Ellucian Colleague.
• Assist with student registration. Process updates to student records, including the application of general petitions, course substitutions, medical or academic leave of absences, record imaging, and other data entry as needed.
• Assist with the academic conduct and integrity/standards processing.
• Process academic transcript requests and assist with managing the Parchment transcript portal.
• Answer telephone calls, respond to emails, and assist walk‑in visitors.
• Assist with graduation processing, commencement, and diploma production and distribution.
• Assist with the production and maintenance of the schedule of classes.
• Process enrollment and degree verification requests and assist with class roster verification.
• Assist with the certification of athletic eligibility.
• Other duties as assigned.

Essential Job Requirements

Education

• Bachelor’s degree preferred; equivalent combination of relevant work experience will be considered.

Experience

• Two years of office/administrative experience preferred.
• Prior Registrar's Office and/or university experience preferred.
• Prior Ellucian Colleague experience preferred.

Skills

• Strategic thinking with the ability to identify and solve problems while handling multiple tasks simultaneously.
• Flexibility to adapt to changing needs.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituents.
• Strong customer service focus.
• Excellent organizational skills with good attention to detail. Ability to interact in person, via email, via telephone, and via other electronic media.
• Excellent oral and written communication skills.
• Proficient in using Microsoft Office applications including Word, Excel, and PowerPoint.
• Ability to handle confidential and sensitive information with great care and considerable discretion.