Assistant Records Management Officer - Office of the Registrar at University of Illinois Chicago in Chicago, IL

Job description

The Assistant Records Management Officer supports the Registration Services unit within the Office of the Registrar, providing administrative support for core registration functions including course enrollment, add/drop processing, tuition and fee assessments, term withdrawals, and immunization compliance for new and continuing students. The role assists students with registration troubleshooting and policy interpretation, maintains and audits student records for accuracy, ensures compliance with university and state regulations, and delivers exceptional service to students, faculty, staff, and campus partners. Duties & Responsibilities: Assist students with registration, tuition, and fee inquiries by serving as a primary point of contact via phone, email, virtual platforms, and in-person services. Troubleshoot registration and enrollment issues, including add/drop errors, time tickets, prerequisites, restrictions, holds, and term withdrawals. Process registration forms, petitions, and withdrawal requests in accordance with university policies and deadlines. Support customer service operations by managing student cases through ticketing systems, ensuring timely responses. Maintain the secure handling of student data by following FERPA regulations, university privacy standards, and record retention protocols to ensure confidentiality and compliance. Investigate and, with guidance from the Assistant Director, resolve complex student record issues—including registration errors, duplicate records, course restrictions, tuition assessment discrepancies, Guaranteed Tuition Plan compliance, and immunization verification—by collaborating with academic departments, the University Bursar, and the Office of Student Financial Aid and Scholarships. Audit student data within the Student Information System to ensure accuracy in registration transactions, tuition and fee assessments, and immunization records. Identify and correct discrepancies, escalate system issues, and participate in system upgrades, testing, and process improvement initiatives for Banner and related applications. Review and verify immunization documentation in compliance with Illinois Department of Public Health (IDPH) and UIC requirements. Update or release holds, communicate deficiencies to students, and ensure timely resolution. Apply university, state, and federal regulations, including FERPA, IDPH standards, Guaranteed Tuition Plan policies, and academic regulations. Support the implementation and communication of policy updates. Contribute to departmental operations by assisting with event support, meeting preparation and occasional front-desk coverage. Provide backup support to other Registration Services functions as needed to ensure continuity of service during peak periods, staff absences, or special initiatives. Assist with training student staff and new employees, and maintain internal process documentation, knowledge articles, and FAQs. Participate in Registrar-led projects that enhance service quality, operational efficiency, and compliance. Perform other related duties and participate in special projects as assigned.