Student Records Associate - Carle Illinois College of Medicine

Office of Academic Affairs

The Carle Illinois College of Medicine seeks a Student Records Associate to join our collaborative team in the Office of Academic Affairs. This position is an exciting opportunity to take on a role where integrity, teamwork, and excellence are highly valued. We encourage you to apply and be part of supportive team which contributes to the mission success of the college.

Carle Illinois College of Medicine - the world’s first LCME accredited engineering-based medical school
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Highlights of Benefits for University of Illinois Employees

The Carle Illinois College of Medicine embraces the university’s commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit:

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Job Summary

The Student Records Associate offers specialized administrative support within the Office of Academic Affairs, focusing on student academic records and enrollment related tasks. This position plays a vital role in ensuring the accuracy and accessibility of educational and student data in support of students' academic journeys.

Duties and Responsibilities

Documents and Records:

• Assist in the maintenance of student academic records.
• This includes ensuring required information is processed and verified in the Carle Illinois Records & Information Management System and related data systems (e.g., Association of American Medical College’s Student Record System and Visiting Student Learning Opportunities).
• Monitor and manage the immunization compliance process.
• Coordinate with clinical partners and McKinley Health Center to determine required immunizations for students.
• Assist with schedule coordination for mandatory immunizations.
• Assist students as they exercise their rights under the Family Educational Rights and Privacy Act (FERPA) to review their records.
• Provide guidance to students who wish to challenge the content of their records by advising them of the appropriate procedures to follow.
• Extend responsive service and access to authorized record viewers.
• Monitor the graduation process for Carle Illinois students.
• Verify that degree requirements have been met and assist with college-level degree certifications.
• Facilitate essential documentation required for medical licensure by alumni and graduating students.
• Effectively manage the Carle Illinois Registrar email inbox.
• Promptly address inquiries from diverse stakeholders including students, faculty, and staff, focusing on elective enrollment, FERPA compliance, and student record inquiries.
• Review and approve grade change submissions from faculty members.
• Generate comprehensive degree audits, using software tools, and conduct personalized one-on-one sessions with students, to provide expert guidance on remaining course requirements.

Enrollment and Data Reporting:

• Manage student enrollment processes using the campus’ Banner system.
• Monitor and process add/drop requests from students.
• Maintain knowledge of tuition and fee policies, providing accurate interpretation when needed under the guidance of the Registrar.
• Certify enrollment and expected graduation dates for the National Board of Medical Examiners.
• Serve as back-up COAR member (e.g., group associated with the Campus Office of the Registrar).
• Assist in creating reports by generating and consolidating data related to student demographics, enrollment, and academic progress.
• Assist with the preparation and submission of documents for the Visiting Student Learning Opportunities program, the Medical Student Performance Evaluation, the Electronic Residency Application Service, and the National Residency Match Program.
• Under the Registrar’s guidance, generate attestations and letters of standing in response to student requests.

Collaboration within the Office of Academic Affairs, the College, and Across the University:

• Office of Academic Affairs
• Assist with training regarding FERPA and other academic policies/procedures.
• Aid in the development of the academic calendar and class schedule.
• Assist with drafting the course schedule and academic room scheduling.
• Admissions
• Receive and verify incoming student information.
• Advancement
• Transfer and share appropriate graduate cohort data.
• Share updated alumni contact information.
• Office of Student Affairs
• Serve as liaison to determine if a student is making Satisfactory Academic Progress.
• Verify scholarship eligibility.

Other

• Update training materials and job aids as needed.
• Perform other duties as assigned.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
• Foster a culture of diversity and inclusion within the Carle Illinois College of Medicine.
• Champion positive inter-professional relationship bridging the college’s private/public organization and missions.

Qualifications

Minimum Qualifications

• Bachelor’s degree in business, communication, education, humanities, public relations, social sciences, or a field related to the position.
• Two (2) years (24 months) of professional work experience in admissions, records, registration, and/or closely related experience within an educational setting.
• Demonstrated experience with admissions application records management in higher education.

Preferred Qualifications

• Records management (including admissions) experience in a medical school.
• Experience with Banner or other student information system.
• Knowledge of FERPA regulations.
• Knowledge of the University of Illinois student systems.

Knowledge, Skills and Abilities

• Demonstrated effective communication skills, both written and oral.
• Ability to execute policies and procedures related to the duties of the position.
• Working knowledge of computer-based files maintained in support of student records in general.
• Working knowledge of Microsoft Excel and Outlook.
• Knowledge of general record-keeping standards.
• Independent decision making with good judgement.
• Detail orientated with organization skills.
• Strong interpersonal skills working collaboratively with a diverse group of individuals.

Appointment Information

This is a 100% full-time Civil Service 2753 - Admissions and Records Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for the position is $55,000 to $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available to begin this position or continue in this position.

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 Thursday May 8, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 wmmyers@illinois. edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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: 1029770
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu