Benedictine University is an inclusive academic community, inspired
by the Catholic intellectual tradition and Benedictine values. We
seek employees who will contribute to the advancement of our
mission by helping students shape lives of meaning and purpose as
engaged citizens who care for the Earth, welcome people of diverse
faiths and cultures, and promote the common good.
Primary Duties and Responsibilities:
Job Title: Records Specialist
Department: Office of the Registrar
Reports to: Senior Associate Registrar
Status: Full-Time, Benefit Eligible
Location: Lisle Campus
Position Summary: The Records Specialist is the front line staff
member who greets and provides
students, staff and faculty with friendly customer service. This
person will also provide information
related to registration, answers phones in a professional and
courteous manner, assists with maintaining
physical student files in the records room, updates electronic
student files, processes transcript requests,
processes changes to academic records in PeopleSoft and maintains
student database information. The
Records Specialist is also responsible for maintaining the office
forms and may update the website
Essential Job Responsibilities:
1. Create a warm and welcoming Office of the Registrar environment
for students, faculty and staff.
Provide exemplary customer service to all campus constituents.
Process withdrawal and leave of
absence forms. Process verifications and transcript requests and
troubleshoot related issues while
working with external vendors. Oversee mailings, inter office mail,
and process returned mail. Assist
students with online registration, verification, and completion of
2. Update changes in student's academic records in PeopleSoft (such
as academic program plan,
subplan, advisor, student group, service indicators, and expected
degree terms). Post grade rosters and
reach out to instructors to resolve grading issues. Process
add/drop, leave of absence and Change of
Academic Plans (CAP) requests. Assist departments with registration
such as permission numbers,
mass enrollment requests, off-campus programs enrollment, and
troubleshoot registration problems.
Update student demographic data requests. Process FERPA
3. Organize the student records' electronic and physical file
rooms. Monitor the flow of student files
from the records room, activate student files, and archive student
files after graduation or
discontinuance, maintain student files, including new, active, and
inactive files. Handle any electronic
storage of student records. Pull files as needed.
4. Troubleshoot and adjust PeopleSoft student enrollments. Assist
with PeopleSoft and other records
system testing. May help with preparation, dissemination, and
tracking of graduation audits. May
post transfer credit and other external credit into PeopleSoft.
Guide students and other campus
community members on basic PeopleSoft processes.
5. Provide various Student Information Systems reports and queries
as requested by the University
Registrar and/or Associate Registrar for campus community.
6. Manage student appeal process including intake and
correspondence on behalf of office.
1. Provide excellent customer service to students, staff, faculty
and other visitors while observing
2. Assist at graduation ceremonies and other university and
registrar events as needed.
3. Assist with general office coverage including answering phones,
voice mails, and lunch breaks.
4. Serve as back-up to Assistant Registrars as needed.
5. Attend and participate in professional development opportunities
both on and off campus.
6. Other duties as assigned.
Education: High School Graduate/GED Required, Bachelor's Degree
Experience: Bachelor’s Degree or equivalent work experience.
Minimum two years of experience in
an education setting preferred.
Specific Skills: Computer proficiency (Word, Excel, Access,
Outlook, web proficiency) required.
Person needs to be a self-starter, self-directed, detail-oriented,
have the ability to multi-task. Strong
interpersonal, organizational, phone, and writing skills are
required as well as an attitude of serving
and putting the students first.
Additonally, the ideal candidate will possess the following
1. Excellent interpersonal skills.
2. Excellent communication skills, both oral and written.
3. Excellent problem solving skills.
4. Careful attention to detail.
5. Ability to maintain confidentiality of records.
6. Ability to work independently and dependently within a
7. Ability to handle frequent interruptions.
8. Ability to meet deadlines.
9. Ability to handle difficult inquiries with students and/or
10. Ability to type, spell, and use grammar properly in
correspondence and documents.
11. Be responsible for appropriate interpretation and application
of academic policies and
regulations as published in the Benedictine University academic
12. Ability and willingness to work with ease across diverse
populations, cultures, and geographies.
Specific Knowledge, Licenses, Certifications: N/A
Physical Requirements: While performing the duties of this job, the
employee is regularly required to talk or hear. The employee
frequently is required to stand; walk; use hands to touch, handle
or feel; and reach with hands and arms. This position requires the
ability to occasionally lift office products and supplies, up to 20
pounds. Use of computer screen, phone and customer service. May
require bending, or sitting for long periods of time. Specific
vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception
and ability to adjust focus.
Per Gov. Pritzker’s Executive Order proof of vaccination or weekly
COVID-19 testing is required.
Travel (If applicable): N/A
Supervisory Responsibility (if applicable): No
Working Conditions: Busy office environment, filing, bending,
sitting, phones, computer work.
Benedictine University does not discriminate in its admissions or
educational policies, programs or activities; scholarship and loan
programs; athletic and other University administered programs or
employment practices on the basis of race, creed, color, national
origin, sex, sexual orientation, age, disability, military or
veteran status, marital status, citizenship, or any other
characteristic protected by applicable law. The laws applicable to
Benedictine University include constitutional and statutory
protections of the University's rights as a religiously sponsored
institution. This policy of equal employment opportunity applies to
all employment and personnel practices including, but not limited
to, recruiting, hiring, promotion, training and compensation.
In compliance with federal law, all persons hired will be required
to verify identity and eligibility to work in the United States and
to complete the required employment eligibility verification
document form upon hire. Per Gov. Pritzker’s Executive Order proof
of vaccination or weekly COVID-19 testing is required.
Benedictine University is an Equal Opportunity Employer.