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