Academic Records Assistant Senior

Department: Law Registrar
Salary/Grade: NEX/11

Job Summary:

This position is the primary point of contact for students, alumni, and employers/third parties who require access to student records. This position will process transcripts for students and alumni, respond to bar certification requests, maintain student files and academic records, perform data entry for department, process invoices and expenses, assist with proctoring of exams, maintain office supplies, and perform other administrative duties as assigned.

Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility-and our institutional values-to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarships

Please note: This position will work 2 Saturdays per year: once during the Fall exam period (usually December), and once during the Spring exam period (usually April).

Target hiring range for this position will be between $41,530 - $52,367per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

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.
• Assist in maintenance of 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. Enters student transcript text in SES (e.g. probation, Journal membership, Senior Research titles). Processes 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.
• Assist with 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.

Miscellaneous

Performs other duties as assigned.

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: (Skills, knowledge, and abilities.)

• Demonstrated proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint).

• Strong time management and organizational skills.

• Detail oriented.

Preferred Qualifications:

• Bachelor's degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired.

• At least one year of experience working in higher education is preferred, preferably in the Registrar's Office or Student Services.

• Ability to plan and organize multiple tasks in a fast-paced environment.

• Ability to establish and maintain good working relationships with colleagues, students and faculty.

• Must be exceptionally reliable and have demonstrated reliability in prior work experience.

• Ability to work independently and as part of a team.

Preferred Competencies: (Skills, knowledge, and abilities)

• General understanding of FERPA.
• Familiarity with PeopleSoft, Student Enterprise Systems, and Parchment.

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 to learn more.

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.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

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.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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