Office Support Associate - Office Registrar

University of Illinois Urbana-Champaign The Office of the Registrar is accepting applications for an Office Support Associate. This position supports core business functions within the Office of the Registrar, specifically within the Registration, Transcript and Verifications Unit. This requires providing high-quality customer service to students, alumni, faculty, staff, and external stakeholders. The Office Support Associate performs administrative duties focused on transcript processing, enrollment and degree verification, demographic updates, and residency petition routing.

This position is responsible for ensuring accurate student records and compliance with university policies.

Customer Service & Front Desk Operations

• Serve as the primary point of contact for students, alumni, parents, faculty, staff, and the general public via phone, email, and in-person interactions.
• Respond to inquiries regarding transcript requests, enrollment and degree verifications, registration changes, tuition and fee assessments, and general Registrar services.
• Provide accurate and timely information to campus departments, external agencies, and state or federal investigators in accordance with university policies and procedures.
• Distribute completed documents, including transcripts, enrollment and degree verifications, and residency regulation materials.
• Maintain a high standard of professionalism, confidentiality, and customer service in all communications.

Residency Services

• Manage the intake, tracking, internal routing, and review preparation of residency petitions and residency appeal requests.
• Maintain detailed and accurate internal tracking records for residency petitions and appeals.
• Distribute completed residency determinations and related regulatory materials.
• Respond to basic inquiries regarding residency policies and procedures.

Registration Services & Student Records Management

• Process course audit registrations, demographic updates, and other student record changes to ensure the accuracy of official university records.
• Maintain confidential student files and records using Microsoft Excel and internal database systems.
• Prepare and compose correspondence containing sensitive or confidential information based on established guidelines.
• Process requests for copies of course descriptions and related academic records.

Transcripts & Enrollment Verification

• Respond to phone inquiries and National Student Clearinghouse requests related to enrollment and degree verification.
• Process enrollment verification requests using iVerify.
• Serve as backup support for preparing, printing, and distributing official transcripts, including mailing, third-party delivery, and student pickup.

General Office Support

• Prepare written materials such as forms, template correspondence, labels, and short communications.
• Route incoming correspondence to appropriate units within the Office of the Registrar to ensure efficient workflow.
• Monitor and maintain office supplies, including printer and copier materials.
• Shred confidential documents and archive office records in accordance with retention policies.
• Manage and maintain both digital and physical filing systems.
• Perform additional duties as assigned to support the overall operations of the Office of the Registrar.

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
  • College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one year (12 months)
    • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
• Work experience performing office/clerical activities, including the use of computer systems.

• Knowledge of student information systems (e.g. Banner) and its related processes, Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, and web-based reporting tools.
• Demonstrated expertise in FERPA, university policies and regulations governing Registrar operations, and university registration and residency policies.
• Excellent communication skills, both verbal and written; able to…