Office Support Associate - Office of the Registrar

University of Illinois Urbana-Champaign

Duties & Responsibilities -

Customer Service & Front Desk Operations

• Serve as the primary point of contact for students, alumni, parents, faculty, staff, and the general public via phone, email, and in-person interactions.
• Respond to inquiries regarding transcript requests, enrollment and degree verifications, registration changes, tuition and fee assessments, and general Registrar services.
• Provide accurate and timely information to campus departments, external agencies, and state or federal investigators in accordance with university policies and procedures.
• Distribute completed documents, including transcripts, enrollment and degree verifications, and residency regulation materials.
• Maintain a high standard of professionalism, confidentiality, and customer service in all communications.

Residency Services

• Manage the intake, tracking, internal routing, and review preparation of residency petitions and residency appeal requests.
• Maintain detailed and accurate internal tracking records for residency petitions and appeals.
• Distribute completed residency determinations and related regulatory materials.
• Respond to basic inquiries regarding residency policies and procedures.

Registration Services & Student Records Management

• Process course audit registrations, demographic updates, and other student record changes to ensure the accuracy of official university records.
• Maintain confidential student files and records using Microsoft Excel and internal database systems.
• Prepare and compose correspondence containing sensitive or confidential information based on established guidelines.
• Process requests for copies of course descriptions and related academic records.

Transcripts & Enrollment Verification

• Respond to phone inquiries and National Student Clearinghouse requests related to enrollment and degree verification.
• Process enrollment verification requests using iVerify.
• Serve as backup support for preparing, printing, and distributing official transcripts, including mailing, third-party delivery, and student pickup.

General Office Support

• Prepare written materials such as forms, template correspondence, labels, and short communications.
• Route incoming correspondence to appropriate units within the Office of the Registrar to ensure efficient workflow.
• Monitor and maintain office supplies, including printer and copier materials.
• Shred confidential documents and archive office records in accordance with retention policies.
• Manage and maintain both digital and physical filing systems.
• Perform additional duties as assigned to support the overall operations of the Office of the Registrar.

Required Qualifications -

• High school diploma or equivalent.
• Any one or combination totaling eighteen (18) months from the categories below:
  • College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one year (12 months)
    • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
  • Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities -

• Knowledge of student information systems (e.g. Banner) and its related processes, Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, and web-based reporting tools.
• Demonstrated expertise in FERPA, university policies and regulations governing Registrar operations, and university registration and residency policies.
• Excellent communication skills, both verbal and written; able to explain complex policies clearly,
• Exhibit strong interpersonal skills, maintain professional telephone etiquette, and deliver exceptional customer service.
• Demonstrated ability to work independently and collaboratively and quickly learn and apply new information to complete assigned responsibilities
• Demonstrated ability to maintain accuracy and attention to detail while effectively managing multiple priorities and remaining calm, organized, and adaptable in a fast-paced environment.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position. The expected start date is as soon as possible after the close of the search. The collective bargaining agreement sets a wage of $39,159.90/year.

Sponsorship for work authorization is not available for this position.

A set hybrid work schedule may be available for this position after a period of training, with the ability to be on-site as needed per the University’s Workplace Flexibility policy. The need for on-site work fluctuates based on the unit's needs.

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, 2026. 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 proof of licenses and degree(s) if applicable. 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 and requirements 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.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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: 1034457
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu