Assistant Records Management Officer

Hiring Department: Office of the Registrar Location: Chicago, IL USA Requisition ID: 1043193

FTE: 1

Work Schedule: Monday - Friday Shift: Days # of Positions: 1 Workplace Type: Hybrid Salary Range (commensurate with experience): $59,806.50 - 61,015.50 / Annual Salary About the University of Illinois Chicago UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting‑edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. 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, elevate 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 standard, 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. Minimum Qualifications Required: Any one or combination totaling three (3) years (36 months) from the categories below: Coursework in administrative sciences, business administration, or a closely related field, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate’s Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor’s Degree (120 semester hours) equals three (3) years (36 months) Work experience in the management of records systems and micrographics technology. Preferred Qualifications: Experience in higher education, preferably in a Registrar’s or college office. Familiarity with Banner or other SIS systems. Knowledge of FERPA, Illinois immunization requirements, and university academic policies. Strong interpersonal and communication skills, with the ability to support diverse populations. High attention to detail, strong organizational skills, and ability to manage multiple priorities. Proficiency with Microsoft Office and university administrative systems. Ability to exercise sound judgment, maintain confidentiality, and provide exceptional customer service. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. #J-18808-Ljbffr University of Illinois Chicago