OAVII, Academic Services Assistant

University of San Francisco; United States; On-site; USD 67,000 - 73,000; Full time

Job summary

University of San Francisco seeks an OAVII Academic Services Assistant to support the Office of the University Registrar. You will handle student records, transcript requests, and verification services while ensuring policy adherence and data integrity.

Ideal candidates bring experience in higher education administration, knowledge of Banner or similar SIS, and strong customer service skills. This full-time on-site role requires meticulous attention to detail and collaboration with

Qualifications

• Post high school education preferred.
• Five years of progressive support experience or equivalent education.
• At least two years in customer service, admin support, or data-focused roles.
• Ability to learn and apply complex processes quickly and accurately.
• Strong verbal and written communication; high attention to detail.

Responsibilities

• Serve as front-line and second-tier resource for student inquiries on academic records and enrollment.
• Process student record changes (leaves, withdrawals, exceptions, grade changes) and audit for FERPA compliance.
• Manage transcript processing via National Student Clearinghouse and Banner; troubleshoot errors with IT/Registrar leadership.
• Coordinate enrollment and degree verifications for students and third parties.
• Certify VA education benefits and manage related documentation and compliance.

Skills

Customer service

Administrative support

Data management

Policy interpretation

Communication

Time management

Education

Post high school education preferred

Tools

Ellucian Banner

PeopleSoft

Colleague

National Student Clearinghouse

Document imaging systems

Job description

Job Title: OAVII, Academic Services Assistant Job Summary: The Academic Services Assistant plays a key role in the daily operations of the Academic Services unit within the Office of the University Registrar. This position is responsible for coordinating and executing a wide range of student services including transcript fulfillment, enrollment and degree verification, veteran education benefits certification, and student record maintenance. The Assistant serves as a knowledgeable resource for university policies and procedures, provides excellent support to internal and external constituents, and contributes to process improvements and systems testing. This role is well-suited for a detail-oriented professional with strong administrative and customer service skills, a working knowledge of student information systems, and experience navigating complex regulations in higher education. Full Job Description: It covers all core responsibilities.

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 Chapter31 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

• 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

Full time

Pay Rate

Hourly Salary Range : $32.28/hour

University of San Francisco

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit www.usfca.edu.

Equal Opportunity and Non-Discrimination Policy

The University of San Francisco is an equal opportunity institution of higher education. The University does not discriminate in employment, educational services, or academic programs on the basis of an individual's race, color, ethnicity, religion, religious creed, ancestry, national origin, age (except minors), sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer-related and genetic-related), disability and military status or any other basis prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.

Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information visit: http://sfgov.org/olse/fair-chance-ordinance-fco.