This position is the primary point of contact for students, alumni, and employers/third parties who require access to student records. This position will process transcripts for students and alumni, respond to bar certification requests, maintain student files and academic records, perform data entry for department, process invoices and expenses, assist with proctoring of exams, maintain office supplies, and perform other administrative duties as assigned.
Working Conditions: This position will work 2 Saturdays per year: once during the Fall exam period (usually December), and once during the Spring exam period (usually April).
Serve as first point of contact for the department, answer incoming calls and respond to general office emails. Greet and assist students, faculty, and staff. Maintain office & operational calendars.
Process official transcripts and enrollment/education verification requests for alumni and current students following FERPA guidelines. Provide support to requestors throughout the transcript ordering/delivery process. Process 711 licensing applications. Complete necessary forms and submit to requesting party by deadline. Process requests for various records including copies of law school application, letters of good standing, loan deferment forms, transfer forms, and generate unofficial grade sheets for clerkships. Maintain accurate records documenting processing of all department forms.
Assist in maintenance of student academic records in Student Enterprise Systems (CAESAR, CTEC, etc.) including enrollment updates, writing credit, entering additional credits, graduation milestones, Dean’s List, Journal participation, and graduation honors. Enters student transcript text in SES (e.g. probation, Journal membership, Senior Research titles). Processes the “red star” service indicator to facilitate electronic transcript ordering. Maintain current student files and post-graduation academic records. Ensure files are up-to-date and contain all the necessary information. Responsible for scanning of materials.
Serve as department liaison to state boards of bar examiners and keep updated records on bar forms, application requirements and deadlines. Answer student questions and assist in completion of bar certification forms. Maintain department records regarding bar certification forms and student requests. Complete bar certification forms following degree conferral in January and June. Maintain bar passage records for annual ABA report. Process verification of character & fitness bar forms, track submitted bar forms/intended states of examination, maintain database of state-specific requirements & deadlines, and secure extensions from states whose deadlines fall before our conferral date. Maintain bar passage data for internal use and external reporting.
Receive student files from Admissions and review files for completion. Track students with missing official proof of graduation documentation, communicate requirement details and deadline, and process holds accordingly. Assist in preparation of data for degree conferral and commencement, including commencement program and ceremony materials and degree conferral list for faculty approval. Assist in graduation ceremony duties as needed. Prepare and distribute diplomas following June degree conferral.
Receive and process all mail received by the department. Coordinate delivery of diplomas following degree conferral. Ensure office is stocked with necessary supplies. Maintain department petty cash funds and prepare documentation for weekly deposits.
Assist with proctoring of exams each semester. Run various exam-related and end-of-term reports for the office. Serve as backup CTE and bidding administrator. Participate in systems testing. Serve as backup point of contact for AV and makeup class requests.
Perform other duties as assigned.
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
At least one year of experience working in higher education is required, preferably in the Registrar’s Office or Student Services.
Demonstrated proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint).
Strong time management and organizational skills.
Bachelor’s degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
Ability to plan and organize multiple tasks in a fast-paced environment.
Ability to establish and maintain good working relationships with colleagues, students and faculty.
Must be exceptionally reliable and have demonstrated reliability in prior work experience.
Ability to work independently and as part of a team.
Experience working in a university registrar’s or student services office.
General understanding of FERPA.
Familiarity with PeopleSoft, Student Enterprise Systems, and Parchment.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.