OAVII, Academic Services Assistant

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