College Data Records Assistant

Illinois, United States
Salary Not Specified
Sep 02, 2020
Employment Type
Full Time



The Records Department of Wilbur Wright College, one of the City Colleges of Chicago, seeks a College Data Records Assistant to control, direct and monitor the flow of source of documents for inputting and processing.


  • Directs the flow of course scheduling data for fall, spring and summer terms for college registration.

  • Inputs sections, building, room, instructor, time, days, start and ending dates, delivery system and enrollment capacity in PeopleSoft.

  • Contacts administration and department chairperson regarding registration discrepancies and inquiries.

  • Maintains registration transaction forms for administration during registration.

  • Processes changes and requests for adding seats to sections, opens additional classes, cancels classes, and processes student requests to repeat courses.

  • Monitors staff schedule list for compliance during registration and reports to administration deficiencies and request additional assistance when required.

  • Coordinates the collection of grade rosters from professors throughout the college.

  • Inputs grade changes for all students enrolled during the term on the class list, student history, and permanent record card.

  • Ensures that grade changes are entered accurately.

  • Notifies student and professor of changes to permanent record. Corrects any clerical errors made when inputting final grades.

  • Enters student withdrawals in PeopleSoft.

  • Coordinates the preparation, correction, and distribution of class lists to professors.

  • Updates and maintains final class list and attendance rosters.

  • Contacts department administrative assistant, chairperson, and/or administration to report missing class lists and final grade reports or omitted pertinent data.

  • Reviews and tallies student attendance through midterm for state reimbursement and audit reviews.

  • Maintains files, answers telephone, and copies documents when needed.

Qualifications :

  • Completion of a high school diploma, Associate's Degree or higher preferred.

  • One year of experience in editing and controlling the flow of documents for processing.

  • Good knowledge of office machines. Good knowledge of data systems and the general flow of documents. Good knowledge of recordkeeping procedures.

  • Proficient in the use of Microsoft Office (Word, Excel and PowerPoint). Ability to plan and organize work flow within a department. Ability to maintain data logs and operating records.

  • Good verbal and written communication skills. Good organizational skills.


Monday through Wednesday: 9:30 a.m. to 5:30 p.m.

Thursday: 10:30 a.m. to 6:30 p.m.

Friday: 8:30 a.m. to 4:30 p.m.

Chicago residency is required for all full-time employees within six (6) months of hire.

We are an equal opportunity and affirmative action employer.

Thank you for your interest in City Colleges of Chicago!

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