Academic Records Specialist - Graduate College

University of Illinois Urbana-Champaign

Join our team as an Academic Records Specialist at the University of Illinois Urbana-Champaign. The Graduate College is seeking a detailed-oriented and highly organized individual to fill the role. This full-time, permanent Civil Service position plays a vital role in supporting graduate student success by managing academic records, auditing graduate degrees, processing graduate certifications, and handling petitions. If you thrive in a collaborative environment, have a keen eye for accuracy, and are passionate about higher education, we invite you to apply and contribute to the excellence of our academic community.

Duties & Responsibilities-

Graduation certification processing:

• Review student records to enter initial audit information.
• Assist with degree certification letter processing and processing add/remove requests for the degree list.

Graduate College petitions and academic records processing:

• Review Graduate College petitions for accuracy and completeness.
• Prepare and transmit documentation to the Office of the Registrar for student record updates.

Serve as a backup student service team member, respond to inquiries from students, faculty, and staff and fill in at the front desk to assist with walk-in visitors.

Other duties as assigned.

Required Qualifications -

• High school diploma or equivalent.
• Any one or combination totaling three (3) years (36 months) from the categories below:

A. course work in any discipline as measured by the following conversion table or its proportional equivalent:

30 semester hours equals one year (12 months)
60 semester hours or an Associate’s Degree equals eighteen months (18 months)
90 semester hours equals two years (24 months)
120 semester hours or a Bachelor’s degree equals three years (36 months)

B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Knowledge, Skills and Abilities -

• Strong organizational and analytical skills.
• Understanding of the importance of accuracy and project follow-through and completion.
• Ability to understand, evaluate and interpret policies and rules as found in the Graduate College Handbook, Code of Policies and Regulations Applying to all Students, Academic Catalog, and other campus documents.
• Strong interpersonal skills including written and oral communication.

Appointment Information-

This is a 100% full-time Civil Service 2756 - Admissions and Records Officer position. The expected start date is as soon as possible after the close of the search. The wage for this position is $43,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for 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 October 8th, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. For full consideration, application materials should include a cover letter, current resume (including month/year employment dates), contact information for three professional references, and transcripts or proof of degree(s). Please ensure your resume highlights your qualifications/experience for this position. This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities of this role.

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 Laura Williams at lauraw@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.

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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.

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Requisition ID: 1032967
Job Category: Education & Student Services
Apply at: https://jobs.illinois.edu