This Academic Records Assistant position maintains and updates academic records for undergraduate students, evaluates forms and uploads information in various University systems. This position serves as initial contact for questions on the policies and procedures for the School of Engineering and enforces FERPA and University Privacy Policies. Finally, the Academic Records Assistant Senior assists with maintenance and implementation of the electronic degree audit system and, monitors students’ academic records as they progress toward completion of degree, major, and/or minor requirements.
Note that the ability to work weekends during the June graduation period is required.
Updates academic records using the Student Information System, McCormick Advising System, ImageNow, and other University systems on a continual basis.
Evaluates and posts to student record: plan and program changes, catalog year changes, petition information, bridge program attendance, name changes, and advisor updates.
Assists with the maintenance and implementation of the electronic degree audit system.
Analyzes varied and complex requirements from sources provided by the curriculum committee, departments, and the Undergraduate Catalog.
Enters the degree requirements in the electronic degree audit system, running coding decisions through an extensive testing scenario to ensure accuracy before seeking sign-off approval from the administrative deans and/or the area supervisor.
Performs quarterly course list updates.
Creates and maintains course listings in CLSS.
Analyzes, determines and implements the best method/process for entering in the electronic degree audit system all individual course substitutions, course waivers, and requirement changes.
Assists with the review and evaluation of undergraduate seniors’ graduation petitions during peak graduation seasons.
Understands and applies university policies and college approved curricular requirements.
Assesses student status with respect to completion of degree requirements and takes timely action to identify and correct deficiencies.
Serves as liaison with students, parents, advisors, administrators, and deans to understand, clarify, and explain academic and transfer credit policies as well as procedures.
Communicates with students, advisors, deans regarding students’ progress towards degree completion and awarded transfer credits.
Maintains compliance with and enforce the students' rights under the Family Education Rights and Privacy Act (FERPA).
Responds to degree requirement, graduation completion inquiries and transfer credit questions in writing, in person or by phone.
Daily use of electronic degree progress reports, official transcripts, electronic imaging and workflow system, and Excel spreadsheets.
Performs related duties: registering students for classes, front desk coverage, and other duties as assigned.
Assists in system testing when software upgrades and fixes are sent from the vendor.
Bachelor's degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
Minimum Competencies: (Skills, knowledge, and abilities.)
Demonstrated proficiency with Excel and comfort with daily use of other computer applications.
Excellent oral and written communication skills.
Displayed consistency and success in adhering to deadlines
Demonstrated efficiency and initiative
Demonstrated customer focus
Ability to adapt to changing business practices and priorities
Demonstrated analytical and problem-solving skills
Attention to detail
Previous advising / degree audit experience.
Understanding of college curricular requirements.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 40293
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.