Student Records Maintenance Specialist

Title: Student Records Maintenance Specialist
Division Name: Academic Affairs
Department: Registrar

Job Summary

Join the Academic Records team in the Office of the University Registrar. Our team displays a passion for ensuring accuracy and retention of academic records of all current and former Illinois State University students. As a team member, this employee will be responsible for the management and distribution of students’ diplomas and certificates, as well as daily document imaging and quality assurance of all student-related documents presented to the Registrar’s Office. Additional responsibilities include maintaining student academic records including grades, GPA, repeats, test credit, and transfer credit; providing support to students, parents, and staff regarding student academic records and policies; maintaining confidentiality of student records; and assisting with the output of students’ transcripts. This position works closely with key positions within the Office of the University Registrar, as well as campus colleagues in other offices such as Dean of Students, Financial Aid, Academic Advising, and General Counsel. Help us to ensure accurate, well-maintained student records which are critical to the integrity of the student’s educational career at Illinois State University and their subsequent success.

Additional Information

https://registrar.illinoisstate.edu/

University Benefit Highlights:

- Insurance benefits, including health, dental, vision, and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time

Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: https://hr.illinoisstate.edu/benefits/

Salary Rate / Pay Rate

$17.50 - $18.50 per hour

Required Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling one (1) year (12 months) from the categories below:

A. Coursework in any discipline as measured by the following conversion table or its proportional equivalent:
-30 semester hours equals one (1) year (12 months)

B. Work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Preferred Qualifications

1. Bachelor’s Degree.
2. Demonstrated experience using the PeopleSoft Campus Solutions student information system.
3. Demonstrated experience using document imaging software.
4. Experience with detailed maintenance of student academic records.
5. Knowledge of and demonstrated adherence to University academic policies.
6. Experience with Microsoft Office.

Work Hours

Monday - Friday; 8:00 a.m.. - 4:30 p.m.

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods of time.
3. Move about in various locations across campus as needed to complete day-to-day work.
4. Occasionally lift/move/carry boxes weighing approximately 20 lbs.

Proposed Starting Date

August 2026

Required Applicant Documents

Reference List - 3 references

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Transcript - See Special Instructions to Applicants for additional options
Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

Sponsorship: Applicants for this position must be currently legally authorized to work for Illinois State University in the United S