Academic Records Specialist

Southwest Virginia Higher Education Center; Charlottesville (VA); Hybrid; USD 55,000 - 60,000; Full time

Benefits offered by this job

Hybrid work schedule

Benefits package

Job summary

University of Virginia in Charlottesville seeks a School Certifying Official & Military Educational Benefits Specialist to certify student enrollment for VA, DVS, and DoD benefits and to ensure compliance with federal, state, and university policies.

The role supports veteran student success through accurate certification, guidance, and advocacy, and collaborates with registrars, SFS, and admissions to deliver integrated services.

Qualifications

• Bachelor's degree required; four years of higher education or student records experience may be substituted.
• Significant student records experience preferred.
• Familiarity with SIS and academic scheduling processes is advantageous.

Responsibilities

• Certify student enrollment for military educational benefits and ensure regulatory compliance.
• Maintain the integrity, accuracy, and security of student records.
• Assist audits with VA and State Approving Authority (SAA); coordinate documentation.
• Coordinate with registrars, SFS, Admissions, and Student Affairs to ensure integrated student support.
• Communicate complex regulatory requirements clearly to military-affiliated students and staff.

Skills

Communication skills

Independent work

Collaboration

Analytical thinking

Diversity sensitivity

Education

Bachelor's degree

Tools

SIS systems

Academic scheduling

Job description

The School Certifying Official & Military Educational Benefits Specialist (“SCO”) serves as a key member of the UREG Military Educational Benefits team. The SCO ensures the integrity of student academic records, facilitates compliance with federal and state regulations, and provides high-quality support and guidance to military-affiliated students. This role requires specialized knowledge of student records management, academic processes, and veteran educational benefits programs.

The SCO supports the academic success of veterans and other students utilizing military educational benefits by providing accurate certification, guidance, and advocacy. The position is responsible for certifying students for benefits administered through the U.S. Department of Veterans Affairs (VA), Virginia Department of Veterans Services (DVS), and the Department of Defense (DoD), while ensuring compliance with all applicable federal, state, and university policies.

Responsibilities

Student Records Administration & Compliance

• Serve as a School Certifying Official (SCO) ensuring compliance with U.S. Department of Veterans Affairs (VA), Virginia Department of Veterans Services (DVS), Department of Defense (DoD), and university policies.
• Certify student enrollment for military educational benefits, including verifying enrollment, monitoring academic progress and attendance, auditing records, and ensuring accurate reporting aligned with regulatory requirements.
• 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 audits conducted by the VA and State Approving Authority (SAA), including coordinating documentation and communication with university stakeholders.

Student Support & Advising

• Serve as a primary resource for military-affiliated students, providing guidance on certification processes, reporting requirements, and benefit utilization.
• Advise students on certification procedures; research and resolve certification discrepancies or payment issues.
• Respond to inquiries via phone, email, and other communication channels with professionalism, clarity, and empathy.
• Prepare and distribute communications to military-affiliated students regarding benefit status, requirements, and available resources.

Program Delivery & Process Management

• 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 to support military-affiliated students and improve service delivery.
• Recommend and support process improvements to enhance compliance, operational efficiency, and student experience.

Institutional Collaboration & Operations

• Coordinate with school registrars, Student Financial Services (SFS), Admissions, Student Affairs, and other units to ensure integrated 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.

Communication & Outreach

• Develop and distribute communications to military-affiliated students regarding benefit status, requirements, and available resources.
• Share responsibility for managing the email account ( [e-mail] ).
• Clearly communicate complex regulatory requirements to diverse audiences, including students, families, faculty, and staff.

Qualifications Required Knowledge, Skills, and Abilities

• 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, with the ability to interpret policies and recommend process improvements.
• Commitment to working effectively with individuals from diverse backgrounds and experiences.

Minimum Qualifications

• Education: Bachelor's degree, four years of higher education or student records experience may be substituted in lieu of degree.
• Experience: Significant student records experience.

Preferred Qualifications

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

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

• The anticipated hiring range is $55,000-$60,000, commensurate with education and experience.

Position Type & Work Location

• This is an exempt-level, benefited position. Learn more about UVA benefits .
• This position is based in Charlottesville, VA, and is eligible for a hybrid schedule in accordance with UVA’s remote work guidelines.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA .

Application Timeline

Application review will begin after October 19, 2026.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

Contact

• For questions about the application process, please contact Jon Freeman, [e-mail].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment .