Student Records Specialist

Department

College Academic and Student Services Staff

About the Department

College Academic and Student Services Staff

Job Summary

Under the guidance of the Assistant Dean of Students/Associate Director of Student Records and Enrollment, the Student Records Specialist assists with day-to-day operations related to management of student records for the College, ranging primarily from the time of students’ matriculation to degree completion. The Student Records Specialist plays a crucial role in positioning CASSO as a trusted partner for students, faculty, and staff in the College, relaying timely and accurate information to the appropriate parties so they can succeed in their respective roles.

Responsibilities

• Performs a variety of quarterly and annual procedures related to student records, including but not limited to evaluation of standardized test scores.
• Scores placement exams, and awards back credit.
• Follows key dates and deadlines closely, ensuring clear communication with faculty, staff, and students during the various steps for each process.
• Evaluates incoming transfer student materials.
• Assists with various phases of the transfer credit articulation process for incoming students immediately following their admission to the College.
• Facilitates timely evaluation of student materials, including official transcripts and course syllabi, in consultation with each academic department.
• Ensures alignment with College policies and best practices for evaluating transfer credit in higher education.
• Applies approved transfer coursework to each student record upon matriculation and maintains historical records for approved/denied courses by institution.
• Processes forms and petitions related to student records and enrollment, including corrections and exceptions, verification of enrollment documentation, and study agreement approvals for qualifying fourth year students.
• Ensures accurate documentation and alignment with College policies, flagging unique situations for consideration by office leadership.
• Conducts system maintenance, user training, and student communications.
• Assists in the implementation and maintenance of platforms, reports, webpages, and training materials related to student records.
• Collaborates with colleagues effectively with the goal of collectively providing a high-quality experience for students in the College.
• Represents the office on committees, at meetings, and during events as needed. Assists in the overall successful operations of the department.
• Conducts regular meetings with students to discuss academic programs, choice of major, academic progress and career goals. Facilitates students' progress towards the degree.
• Advises students with minor academic difficulties and counseling while responding to queries from faculty, staff and parents.
• Keeps records of student degree programs and notes on student conversations.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Master’s degree in a related field.

Experience:

• 2 or more years of experience in higher education, with emphasis on student-facing responsibilities.

Technical Skills or Knowledge:

• Proficiency collecting and interpreting data on a frequent basis, while troubleshooting and recalibrating as needed to uphold data integrity.
• Proficiency utilizing a variety of office resources, such as Microsoft Office, Adobe, Box, Google Drive, and Workday.
• Working knowledge of a variety of technological platforms utilized in higher education, including but not limited to, academic/student information systems and learning management systems

Preferred Competencies

• Excellent written and verbal communication skills, including editing/proofreading.
• Successfully manage concurrent projects and meet competing deadlines.
• Self-starter disposition, with the capacity to navigate available resources and discern when to consult others.
• Work collaboratively, professionally, and effectively with supervisor, colleagues, and other partners for sustained periods of time.
• Thorough understanding of student confidentiality under FERPA guidelines and overall familiarity with risk assessment practices.
• Intercultural competence and demonstrated equitable and inclusive mindset.
• Sound reasoning, problem solving, and decision-making skills under pressure.
• Lead and/or initiate in a variety of contexts.
• Strong organizational skills and attention to detail.

Working Conditions

• Fast-paced office environment.
• Hybrid work schedule.
• Occasional evening and weekend work.
• Sit at a computer for 4-6 hours.
• Limited travel for meetings and/or trainings.
• Periodic walking to other campus locations.
• Occasional lifting of up to 50 pounds.

Application Documents

• Resume/CV (required)
• Cover Letter, which is to include your interest in this position (required)
• References Contact Information (3) (required)

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$58,656.00 - $61,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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