Student Records Specialist - University of Chicago : Job Details

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 include:

• 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 include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include a master's degree in a related field, 2 or more years of experience in higher education, with emphasis on student-facing responsibilities, proficiency utilizing a variety of office resources, and working knowledge of a variety of technological platforms utilized in higher education.

Working conditions include a fast-paced office environment, hybrid work schedule, occasional evening and weekend work, and limited travel for meetings and/or trainings.