About this role
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