Academic Records Specialist

12 month appointment

Veterans Affairs (VA) Education Benefits Administration (60%)

• Serve as the primary School Certifying Official for Veterans Affairs education benefits programs.
• Review and certify student enrollment, tuition, and fee information to the U.S. Department of Veterans Affairs in accordance with federal regulations.
• Process enrollment certifications, adjustments, reductions, withdrawals, and terminations for VA benefit recipients.
• Maintain compliance with VA, State Approving Agency (SAA), and institutional policies related to veteran education benefits.
• Monitor student eligibility including rate of pursuit, training time, satisfactory progress, and attendance requirements.
• Review transcripts and report non-punitive grades or academic changes affecting benefit eligibility.
• Manage tuition assistance, Yellow Ribbon participation, and other veteran-related funding programs.
• Coordinate with campus departments, business offices, and external agencies regarding payment processing and student accounts.
• Maintain accurate records and documentation required for federal compliance, audits, and reporting requirements.
• Participate in required VA training, meetings, and continuing education to maintain certification and compliance.
• Respond to student inquiries regarding VA benefits and provide guidance on eligibility, documentation, and processes.
• Coordinate veteran-focused communications including welcome communications, newsletters, and outreach initiatives.
• Support veteran student engagement initiatives such as welcome events and Veterans Day programming.

Student Records and Academic Processing (25%)

• Maintain student program record from matriculation to graduation; including updating catalog year, processing leave of absence, discontinuation requests, and other changes to program/plan.
• Collect documents and process petitions such as Academic Policy Petitions, Retroactive Tuition and Course Cancellation Appeals.
• Ensure student records are accurate and compliant with institutional policies.
• Process enrollment/degree verifications and for official transcripts.
• Process tuition waivers including Blind Student Waivers, Regent Scholarships, and other institutional tuition programs such as the Senior Citizen Education Program.
• Set registration appointments for priority registration groups.
• Review and update student records in preparation for new student orientation and registration (SOAR)
• Process registration requests for degree-seeking and non-degree-seeking students that are received in various formats, such as: student/faculty agreements, one-time drops, registration forms, non-degree applications, complete cancel forms.
• Maintain student group and service indicators.
• Review reciprocity reports and remove reciprocity holds.
• Provide general support for student records and registration processes as needed.
• Be a campus expert in student record systems such as PeopleSoft, APLUS, APAS, 25Live, Perceptive Content

Department Support (15%)

• Serve as the first point of contact for students, faculty, staff, and visitors, providing professional, welcoming, and knowledgeable customer service in person, by phone, and via email.
• Answer and direct incoming phone calls and emails in a timely and professional manner, ensuring inquiries are resolved or routed appropriately.
• Monitor shared email inboxes and respond to routine questions while escalating sensitive or complex requests.
• Support daily administrative operations, including data entry, document processing, and maintaining organized student records in compliance with FERPA and institutional policies.
• Assist with the issuance, replacement, and deactivation of U-Cards, ensuring proper identity verification and adherence to university policies.
• Maintain a strong working knowledge of Registrar's Office policies, procedures, and academic regulations to ensure accurate and consistent information is provided.
• Complete duties that support the broader work of the department to ensure consistent service and operational support but are not the primary focus of the position including but not limited to:
  • NCAA eligibility and compliance.
  • Provide support and troubleshooting for campus systems such as APLUS by responding to user questions and assisting with issue resolution.
  • Maintain working knowledge of institutional academic policies and procedures and communicate them clearly to faculty, staff, and students.
  • Assist with complex or unique student situations that require records or policy interpretation.
  • Collaborate with colleagues to ensure departmental coverage during peak periods or staff absences.
    

BA/BS degree plus at least two years of relevant experience, or a combination of education and relevant experience to equal at least six years.

Pay Range: $23.00 - $26.00 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Required application materials: Resume and cover letter

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

University of Minnesota, Crookston (UMC)

With a strong tradition of technology-enhanced teaching and learning, the University of Minnesota Crookston (UMC) serves as the U's major outpost in Northwest Minnesota. UMC provides both experiential, career-oriented degree programs as well as high-quality online programs, while connecting its teaching, research, and outreach to rural economic development and service to the region and beyond.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).