Academic Records Assistant Senior

Specific Responsibilities

• Serve as first point of contact for the department, answer incoming calls and respond to general office emails. Greet and assist students, faculty, and staff. Maintain office & operational calendars.
• Process official transcripts and enrollment/education verification requests for alumni and current students following FERPA guidelines. Provide support to requestors throughout the transcript ordering/delivery process. Process 711 licensing applications. Complete necessary forms and submit to requesting party by deadline. Process requests for various records including copies of law school application, letters of good standing, loan deferment forms, transfer forms. Maintain accurate records documenting processing of all department forms.
• Aid in maintaining student academic records in Student Enterprise Systems (CAESAR, CTEC, etc.) including enrollment updates, change of personal information, entering additional credits, graduation milestones, and Journal participation. Enter student transcript text in SES (e.g. probation, Journal membership, Senior Research titles). Process the “red star” service indicator to facilitate electronic transcript ordering. Maintain current student files and post-graduation academic records. Ensure files are up-to-date and contain all the necessary information. Responsible for scanning of materials.
• Serve as department liaison to state boards of bar examiners and keep updated records on bar forms, application requirements and deadlines. Answer student questions and assist in completion of bar certification forms. Maintain department records regarding bar certification forms and student requests. Complete bar certification forms following degree conferral in January and June. Maintain bar passage records for annual ABA report. Process verification of character & fitness bar forms, track submitted bar forms/intended states of examination, maintain database of state-specific requirements & deadlines, and secure extensions from states whose deadlines fall before our conferral date. Maintain bar passage data for internal use and external reporting.
• Receive student files from Admissions and review files for completion. Track students with missing official proof of graduation documentation, communicate requirement details and deadline, and process holds accordingly. Assist in preparation of data for degree conferral and commencement, including commencement program and ceremony materials and degree conferral list for faculty approval. Assist in graduation ceremony duties as needed. Prepare and distribute diplomas following June degree conferral.
• Receive and process all mail received by the department. Coordinate delivery of diplomas following degree conferral. Ensure office is stocked with necessary supplies. Maintain department petty cash funds and prepare documentation for weekly deposits.
• Aid in proctoring of exams each semester. Run various exam-related and end-of-term reports for the office. Serve as backup bidding administrator. Participate in systems testing. Serve as backup point of contact for AV and makeup class requests.

Minimum Qualifications

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.
• 2 years of administrative support or other relevant experience required.

Minimum Competencies

• Demonstrated proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint).
• Strong time management and organizational skills.
• Detail oriented.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html.

Work-Life and Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.