Academic Records Specialist

Aurora University; Aurora (IL); On-site; USD 52,000 - 68,000; Full time

Job summary

Aurora University is seeking an Academic Records Specialist to support transfer evaluation, class scheduling, and student records in the Registrar’s Office. You will work with Ellucian Colleague, TES, College Source, and Slate to ensure accurate credit articulation and smooth student processes.

The role requires strong organizational and communication skills, discretion with confidential information, and a commitment to equity and service excellence in a university setting.

Qualifications

• Education: Bachelor's degree preferred; equivalent combination of relevant work experience will be considered.
• 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 and articulate transfer credit in Ellucian Colleague.
• Maintain and update transfer equivalencies in College Source's Transfer Evaluation and TES.
• Process and maintain records of prior approvals in TES.
• Communicate with academic advisors and students regarding transfer credit applicability.
• Input AP, CLEP, Life and Vocational Experience credits and other external transferable credits 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 and updates to student records, including petitions, substitutions, leaves, and data entry.
• Assist with academic conduct and integrity/standards processing.
• Process transcript requests and manage the Parchment portal.
• Answer calls, respond to emails, and assist walk-in visitors.
• Assist with graduation processing, commencement, and diploma production and distribution.
• Assist with class schedule production and maintenance.
• Process enrollment and degree verification requests and assist roster verification.
• Assist with certification of athletic eligibility.
• Perform other duties as assigned.

Skills

Strategic thinking

Adaptability

Interpersonal skills

Customer service

Organizational skills

Communication skills

Attention to detail

Discretion with confidential info

Education

Bachelor's degree preferred

Equivalent combination of relevant work experience

Tools

Microsoft Office

Job description

Aurora University (AU) is committed to the transformative power of learning by creating a student-centered environment and an equity of experience and opportunity, to ensure that students, faculty, and staff of all backgrounds feel welcome and included. Our culture of collaboration, generosity, and belonging make it a special place for students, faculty, and staff.

AU is grounded in the transformative opportunity it provides to a diverse student body. As a private university with a public mission and a commitment to making a difference in peoples’ lives, AU has a long history of resilience and of providing access to an education that values innovation, focuses on continuous improvement, and has a positive impact on the communities we serve. We are proud of our service to and economic impact on the state of Illinois, where over 80% of our students stay to live and work, where 90% of our students come from, and where we foster strong community partnerships to develop the workforce in areas such as nursing, education, business, technology, and social work.

We are looking for passionate and purposeful individuals who represent the full diversity of Aurora and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, identity, and ethnic backgrounds present in our community. When you join the team at AU, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, students, and community partners.

At AU we believe that continuous learning is a fundamental part of working life, and our goal is for all colleagues on our campus to feel supported and equipped to realize their full potential. We actively support our community by providing all employees with opportunities to engage in professional development activities, as well as a range of tuition and employee benefits that can be found here.

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

• 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.
• 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.
• Handles all information with tact and discretion and recognizes the confidential nature of university business.
• 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.

The pay range referenced in the job posting is the budgeted amount the university reasonably expects to pay for this position. The final pay rate will not be below the lowest pay rate listed herein.

Benefit-eligible positions offer excellent benefits including health, dental, life, vision, long term disability, a 403(b) retirement plan through TIAA, and tuition remission.

Aurora University is an Equal Opportunity Employer.