Department: Office of the Registrar
Classification: Office Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $18.16 - $26.97 per hour
FTE: 1.0
Review of Applications Begins
May 24, 2025; position open until filled
Special Instructions to Applicants
Please submit current resume and 3 professional references
Department Summary
The University of Oregon strives for excellence in teaching, research, artistic expression, and the generation, dissemination, preservation, and application of knowledge. The University is devoted to educating the whole person, and to fostering the next generation of transformational leaders and informed participants in the global community. Through these pursuits, the University enhances the social, cultural, physical, and economic wellbeing of our students, Oregon, the nation, and the world.
As a division of Student Services and Enrollment Management, the Office of the Registrar is responsible for academic and classroom scheduling, student registration, enrollment and degree verification, grading and academic records maintenance, transfer credit articulation, the degree guide, monitoring undergraduate general education requirements, degree awarding, course surveys, student data/statistical analysis, Veterans education benefits, FERPA compliance, and transcript services. These responsibilities, assignments and services are completed within institutional policies and standards as well as related state and federal laws and regulations.
Position Summary
The Records and Benefits Assistant directly reports to the Associate Registrar for Registration and Records. Area support of students utilizing Veterans education benefits will be supervised by the Associate Registrar for Transfer, Graduation, and Service.
The Records and Benefits Assistant is a full-time, in-office position that provides direct customer service that will focus on email, phone and walk-in student support in addition to area processing. This position is expected to work independently to maintain the academic standards of the University of Oregon and to interpret laws and University policy concerning these areas to students and the public. This position performs a variety of highly technical tasks while adhering to time constraints and staying current with the workload every day. The records and registration responsibilities include supporting all aspects of student registration, student records maintenance, complying with records retention responsibilities, and making decisions on requests for exceptions to registration policies. Additional responsibilities include inputting student data, reviewing policies, generating reports and calendars, performing research, and problem-solving.
Key responsibilities for this area:
• Maintain Student Records: Update student records ensuring accuracy and confidentiality of student data.
• Compliance and Regulations: Understand and adhere to policies and procedures related to student records. Ensure compliance with relevant laws and regulations, such as FERPA.
• Process Documents and Information: Receive, review, and process incoming documents ensuring completion and accuracy.
• Exceptional Service: Utilize professional communication techniques to deliver outstanding customer service and convey complex information clearly. Demonstrate patience, good judgment, discretion, and a positive attitude in all interactions with students, faculty, staff, parents, and community members.
The School Certifying Officials within the Office of the Registrar is a critical member of our team, dedicated to assisting eligible students in maximizing their VA educational benefits while facilitating our Veteran students’ transition from military service to academic life. This role requires in-depth knowledge of VA education benefits, relevant regulations, and policies, combined with outstanding organizational and communication skills. The Records & Benefits Assistant will operate within the framework of federal laws, distinct from the University of Oregon’s policies, and is responsible for overseeing this specialized area of student support.
Key responsibilities for this area:
• Expert Guidance: Provide clear, accurate, and detailed information on VA educational benefits to students, parents, and university staff. Explain program specifics, eligibility criteria, and any changes in regulations or policies.
• Compliance and Oversight: Ensure adherence to federal, state, and university requirements by staying updated on relevant regulations and changes. Handle compliance issues and resolve challenges effectively.
• Exceptional Service: Utilize effective communication techniques to deliver outstanding customer service and convey complex information clearly. Demonstrate patience, good judgment, discretion, and a positive attitude in all interactions.
The Records and Benefits Assistant will regularly communicate with diverse constituents including UO students, parents, community members, and department partners by phone, email and in person. In addition to the Department of Veterans Affairs utilizing Ask VA and the SCO hotline and Oregon State Approving Agency (SAA) while working under the SCO role. The Records and Benefits Assistant is a vital part of the in-office team and will help foster equity and inclusion by contributing to a welcoming, safe, and respective work environment.
Minimum Requirements
• Two years of general clerical experience. One year of which included typing, word processing or other experience generating documents;
• Or an associate’s degree in office Occupations or Office Technology;
• Or graduation from a private school of business with a certificate in Office Occupations or Office Technology AND one year of general clerical experience.
• College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Professional Competencies
• Ability to communicate effectively with individuals from diverse backgrounds and cultures, fostering equity and inclusion in a welcoming, safe, and respectful environment.
• Demonstrated experience using sound judgment.
• Strong organizational skills.
• Proficiency in prioritizing tasks and time management.
• Demonstrated experience indicating detail-oriented.
• Self-motivated and ability to work independently with minimal follow-up.
Preferred Qualifications
• Experience providing customer service at a busy front desk in which phones are balanced with walk-in traffic.
• Previous BANNER experience.
• Previous experience using a CRM platform.
• Experience using the Hyland OnBase system or other imaging system.
FLSA Exempt: No
All offers of employment are contingent upon successful completion of a background check.
This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit https://hr.uoregon.edu/about-benefits.
The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.
In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
