Academic Records Coordinator

3 days ago

Chicago, Illinois, United States Institute for the International Education of Students Full time
About the Role

We are seeking a highly organized and detail-oriented Academic Records Coordinator to join our team at the Institute for the International Education of Students. As a key member of our Registrar's Office, you will play a critical role in maintaining the integrity of our academic records and providing exceptional customer service to our students, faculty, and staff.

Key Responsibilities
  • Process and maintain accurate and up-to-date student transcripts, including alumni requests and end-of-term transcripts.
  • Serve as the primary point of contact for telephone and email inquiries regarding transcript status and receipt of grades from our global centers.
  • Collaborate with our electronic transcript vendor to resolve issues with the online transcript processing system.
  • Manage the student transcript portal content in our internal systems.
  • Track home school notes and special needs in our systems.
  • Edit forms and informational materials for various constituents related to transcripts and records.
  • Coordinate the timing of end-of-term communications and grade/transcript release processes with our Registrar, Center staff, and other internal constituents.
  • Compose and send end-of-term communications to students with information about viewing final grades and receiving transcripts.
  • Generate grade reports for individual programs for internal review and distribution.
  • Assist the Registrar in maintaining and disposing of student records, ensuring compliance with FERPA and other regulations.
  • Communicate with our global centers and Academic Program Specialists regarding missing grades, registration errors, and grade appeals.
  • Provide follow-up and regular communication with the Registrar regarding grading, transcript release, and system issues.
  • Respond to requests for third-party alumni background checks and enrollment confirmations.
  • Support the Registrar in communicating School of Record policies and procedures to internal and external constituents.
  • Document tasks performed by the Chicago Registrar office and Center registrar staff, contributing to training materials for Center staff.
Requirements
  • Minimum 4 years of progressive experience working in an office that maintains confidential records or provided customer service for a records office.
  • Exemplary customer service skills (phone and email-based) and experience with proactive customer contact.
  • Experience using systems to collect, track, and retrieve data.
  • Excellent written and verbal interpersonal and communication skills.
  • Database literacy with extensive computer knowledge of Microsoft Office and Excel.
  • Ability to work efficiently and independently, prioritizing projects and meeting deadlines.
  • Ability to demonstrate values and promotion of diversity, equity, inclusion, and anti-racism.
  • Team player with a collaborative working style.
How to Apply

To apply for this exciting opportunity, please submit your application, including a cover letter and resume, by clicking 'Apply' at the top of this page. For more information about working at the Institute for the International Education of Students, please visit our website. If you require an accommodation with the application process, please email us at IESAbroad-

Equal Opportunity Employment

The Institute for the International Education of Students is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect, fully utilizing employee abilities, and promoting workforce diversity. We are proud to be an equal opportunity employer and do not discriminate against any applicant on the basis of race, color, ancestry, sex (including pregnancy), age, national origin, citizenship, religion, marital status, disability, sexual orientation, gender identity and/or expression, veteran status, and/or any other status protected by applicable laws.

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