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Academic Records Specialist



Aurora University (AU) is committed to the transformative power of learning by creating a student-centered environment and an equity of experience and opportunity, to ensure that students, faculty, and staff of all backgrounds feel welcome and included. Our culture of collaboration, generosity, and belonging make it a special place for students, faculty, and staff.

AU is grounded in the transformative opportunity it provides to a diverse student body. As a private university with a public mission and a commitment to making a difference in peoples’ lives, AU has a long history of resilience and of providing access to an education that values innovation, focuses on continuous improvement, and has a positive impact on the communities we serve. We are proud of our service to and economic impact on the state of Illinois, where over 80% of our students stay to live and work, where 90% of our students come from, and where we foster strong community partnerships to develop the workforce in areas such as nursing, education, business, technology, and social work.

We are looking for passionate and purposeful individuals who represent the full diversity of Aurora and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, identity, and ethnic backgrounds present in our community. When you join the team at AU, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, students, and community partners.

At AU we believe that continuous learning is a fundamental part of working life, and our goal is for all colleagues on our campus to feel supported and equipped to realize their full potential. We actively support our community by providing all employees with opportunities to engage in professional development activities, as well as a range of tuition and employee benefits that can be found here .

Position Purpose:

The Academic Records Specialist supports learning by assisting with the transfer evaluation and academic standards processes along with the day-to-day operations of the Office of the Registrar.

Core Competencies:

  • Represents Aurora University in the most positive manner with prospective, former and current students, clients, suppliers, and the community we serve. Interacts effectively with a diverse group of faculty, staff, students and other customers of our service, learns and uses operating practices of the department and Aurora University.
  • Upholds the Mission Statement:Aurora University is an inclusive community dedicated to the transformative power of learning. As a teaching-centered institution, we encourage undergraduate and graduate students to discover what it takes to build meaningful and examined lives. We empower our students to achieve lasting personal and professional success.
  • Handles all information with tact and discretion and recognizes the confidential nature of university business.
  • Supports learning through performance of essential job functions and performing other duties and functions as necessary or as assigned.


  • Essential Job Functions:

  • Evaluate and enter incoming transfer work for undergraduate students. Process transfer credit decisions for graduate students.
  • Maintain and update transfer equivalencies in College Source's Transfer Evaluation System (TES) and Ellucian Colleague.
  • Respond to emails and calls from academic advisors and students regarding course transfer and applicability toward a program of study.
  • Input AP, CLEP, Life and Vocational Experience credit, military, and all other types of external transferrable credit information into Colleague.
  • Utilize Slate to run reports for admitted students; move files from applicants to students in Colleague.
  • Process and maintain records of prior approvals.
  • Process updates to the student record such as the application of general petitions, course substitutions, medical or academic leave of absence, and withdrawals, along with other data entry as needed.
  • Assist with the Academic Conduct and Integrity/Standards process.
  • Provide backup for day-to-day records and registration services, including registering students, issuing transcripts, answering phones, responding to requests, scanning, reporting grades, posting transfer/non-institutional credit, and working special events.
  • Assist with graduation processes.


  • Essential Job Requirements:

    Education:
    • Bachelor's degree required.
    Experience:
    • Minimum of three years of administrative experience.
    • Prior Registrar's Office and/or university experience is strongly preferred.
    • Prior Ellucian Colleague experience is strongly preferred.
    Skills:
    • Strategic thinking with the ability to identify and to solve problems and handle multiple projects simultaneously.
    • Flexibility to deal with changing needs.
    • Strong interpersonal skills and the ability to work effectively with a wide range of constituents.
    • Strong customer service focus.
    • Excellent organizational skills with an attention to detail.
    • Excellent oral and written communication skills.
    • Proficient with Microsoft Office (e.g., Word, Excel, Outlook, etc.) applications.
    Physical Requirements:
    • Ability to move about campus.
    • Ability to spend long periods of time at a computer work station.
    • Ability to interact via email, telephone, in-person, and other electronic media.
    Benefit-eligible positions offer excellent benefits including health, dental, life, vision, long term disability, a 403(b) retirement plan through TIAA, and tuition remission.

    To apply, please send resume, cover letter, and contact information for three references including name, telephone, and email address.

    Aurora University
    Human Resources
    347 South Gladstone Ave
    Aurora, IL 60506
    jobs@aurora.edu - email


    Aurora University is an Equal Opportunity Employer.

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