at Northwestern University in Evanston, Illinois, United States
Job Description
Job Opening Id: 50493
Department: University Registrar
Salary/Grade: NEX/11
Job Summary:
This position is the first point of contact, supporting students, staff, faculty, and alumni by performing essential reception, customer service, and administrative functions including but not limited to registering students, updating, and verifying student academic and immunization records, and approving space use requests. This position acts as a front-line liaison for the Office of the Registrar and the Immunization Records Compliance office by fielding inquiries in person, by phone, fax, and email, zoom and other similar technologies and addressing principal needs. The Academic & Immunization Records Assistant understands FERPA and HIPAA requirements, as well as policies and processes from all areas of the offices and cultivates relationships with the rest of the university (including other records offices), to facilitate fulfillment of students and alumni requests. Manages the calendar of the University Registrar.
Please note:
The nature of this position requires in-person work for most of the year. Depending on volume of in-person client visits, hybrid work may be possible during July and August.
Specific Responsibilities:
- Fields telephone, fax, email, and in-person inquiries; greets patrons; answers questions regarding policies and procedures, and directs questions to appropriate staff members in the Office of the Registrar and/or the Immunization Records Office. Schedules coverage for the reception area.
- Performs administrative functions including intake and processing of various forms used by the office, university, and higher education community. Updates student records and registration and verifies student data in response to requests. Fulfills space reservation requests. Accepts in-person transcript requests, including collecting fees, processing credit card payments, and facilitating pickup orders. Maintains records in the University document imaging system.
- Performs data entry and administrative tasks to facilitate student compliance with Illinois State law and University immunization requirements. This includes evaluating, interpreting, scanning, and data entry of immunization records and supplemental health record documentation for qualifying students according to established proced
