The Administrative Assistant, internally referred to as Records Coordinator, is the primary point of contact for students, alumni, and employers/third parties who require access to student records. Responsibilities include processing transcripts for students and alumni, responding to bar certification requests, maintaining student files and academic records, performing data entry, processing invoices and expenses, assisting with proctoring of exams, maintaining office and operational calendars, and ordering supplies.
Essential Duties and Responsibilities
- Serve as first point of contact for the Office of Registration & Records, answer incoming calls, and respond to general office emails. Greet and assist students, faculty, and staff. Maintain office and operational calendars.
- Process official transcripts and enrollment/education verification requests for alumni and current students following FERPA guidelines.
- Maintain current student files and post-graduation academic records. Ensure files are up-to-date and contain all the necessary information.
- Process requests for various other records including copies of law school application, letters of good standing, loan deferment forms, transfer forms, and generate unofficial grade sheets for clerkships.
- Assist in the maintenance of student academic records in Student Enterprise Systems, including enrollment updates, writing credit, additional credits, graduation milestones, Dean’s List, Journal participation, and graduation honors.
- Serve as department liaison to state boards of bar examiners and maintain updated records on bar forms, application requirements and deadlines. Answer student questions and assist in completion of bar certification forms.
- Maintain bar passage data for annual American Bar Association report and other internal and other external reports.
- Assist in preparation of data for degree conferral and commencement, including commencement program and ceremony materials and degree conferral list.
- Prepare and distribute diplomas following June degree conferral.
- Maintain department petty cash funds and prepare documentation for weekly deposits.
- Assist with proctoring of exams each semester.
- Performs other duties as assigned.
- A high school diploma or its equivalent along with 4 years of administrative support experience is required.
- Demonstrated proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint)
- Strong time management and organizational skills.
- Detail oriented.
- 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 higher-ed.
- General understanding of FERPA.
- Familiarity with PeopleSoft, Student Enterprise Systems, and/or 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.