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:
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:
Full time
Pay Rate:
Hourly
Salary Range :
$32.28/hour
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