Office Support Specialist - Office of the Registrar
University of Illinois

Urbana, Illinois

Posted in Education and Training

$40,400.10 per year


Job Info


Office Support Specialist - Office of the Registrar

The Office of the Registrar is accepting applications for an Office Support Specialist (OSS). The OSS is responsible for assisting in the daily record maintenance duties as assigned. The position assists the Academic Records/Graduation Coordinator and Assistant Registrar within the Office of the Registrar.

Duties & Responsibilities

• Maintain and update student academic records for all currently and previously enrolled students of the University of Illinois at Urbana-Champaign. Determine if this information is valid, relevant, and complete prior to processing any changes to the student's academic record. The position references Student Code to make processing decisions. Duties include but not limited to:

▪ Process grade changes submitted through the online grading change system and as paper Supplemental Grade Report forms.

▪ Enter retroactive credit/no credit options. Process departmental proficiency credit. Process undergraduate grade replacement requests and check criteria based on Student Code.

▪ Process Preliminary and Final Examination results.

▪ Process open learning and guided individual study grades as they are submitted by online and Continuing Education faculty.

▪ Process Incomplete grades submitted by the college offices prior to and after grade roll.

• Monitors the Academic Records phone line and email account, responds to Inquiries and routes questions to appropriate units and staff. Provides factual information by phone and in-person to students, colleges and department offices, staff In the Registrar's Office, Academic Outreach, Office of Student Financial Aid, Undergraduate Admissions and the general public using guidelines and policies of the Registrar's Office and dealing with exceptions to the procedures. Assists in providing grade entry guidance to instructors and/or teaching assistants.

• Assists In preparing PDF documents for the Banner Document Management System (BDMS/Xtender). Other special projects as assigned.

Minimum Qualifications

• High school diploma or equivalent.

• Any one or combination totaling two (2) years (24 months) from the categories below:

A.) College coursework in any curriculum, 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)
B.) Work experience performing office/clerical activities, including the use of computer systems.

• One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• An understanding or the ability to learn current campus academic policy as related to grading and degree certification. •

• Understanding where policy and code references are available and when to seek counsel at a higher level are necessary.

• The ability to clearly articulate processes to constituents.

• Familiarity with Excel, computer software programs, and databases.

• Position involves recognition of policy issues that should be referred to higher level.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. Minimum salary for this position is $40,400.10. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on January 22, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, current resume and contact information for three professional references.

Work authorization is not available for this position.

In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Ellen Marr at emarr2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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 .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1028559
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu



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