Transcript Coordinator

Who We Are:

National Louis is a 135+ year old university that has been grounded in the values of innovation, access, excellence, and equity from its inception. As an institution, we believe in providing access to educational opportunity and that education is our greatest lever for social and economic mobility. We are a student-focused community that is committed to continuous improvement and superior student service.  We believe that through education we are able to empower change and build healthy communities. Our hard-working community is based on collaboration and respect for all team members and students.

What You Will Do:

The Transcript Coordinator serves as the primary transcript and records specialist within the Office of the Registrar, utilizing technical expertise to ensure accurate processing and verification of student academic records. Demonstrates advanced knowledge of student information systems and external reporting platforms while maintaining strict compliance with Family Educational Rights and Privacy Act (FERPA) regulations. Acts as a key liaison with the National Student Clearinghouse (NSC) and the transcript processing vendor to facilitate efficient records management processes. Provides comprehensive service and technical guidance to students, alumni, faculty, and staff regarding academic records and verification needs. This role requires strong analytical and problem-solving skills, technical proficiency, attention to detail, and the ability to maintain confidentiality while delivering excellent customer service to diverse stakeholders.

• Serves as the primary subject matter expert for transcript processing and distribution, conducting comprehensive analysis of outgoing transcripts to ensure accuracy and compliance. Identifies, investigates, and resolves complex technical issues related to transcript processing through independent problem-solving and collaboration with key stakeholders. Develops and maintains documentation for transcript ordering processes, and assists with creating and updating web content and portal information. Collaborates with appropriate institutional personnel to suggest and implement process improvements that enhance transcript services.
• Serves as the institution's primary liaison to the National Student Clearinghouse (NSC), maintaining critical data integrity between university systems and national reporting platforms. Executes complex data management processes including systematic updates in both NSC and Banner systems to ensure accurate student enrollment reporting. Administers authorized user access in NSC to maintain system security and compliance. Performs comprehensive analysis of monthly enrollment reports, identifying discrepancies and implementing necessary status corrections to maintain data accuracy. Compiles and maintains detailed documentation for internal and external audit purposes, ensuring institutional compliance with reporting requirements. Facilitates timely processing of enrollment and degree verifications, and loan deferment requests, directly impacting student financial aid eligibility and academic credentials.
• Delivers guidance and solutions to diverse constituencies including students, faculty, staff, and external stakeholders regarding complex academic record matters. Serves as technical resource for multifaceted inquiries related to transcript processing, verifications, personal data management, and student account matters.
• Assists in managing the specialized processing of historical academic records, including interpretation and conversion of legacy ledger transcripts to ensure accuracy and compliance with current academic standards. Researches and compiles course descriptions from historical University catalogs to support alumni and student needs for employment, licensing, and advanced education opportunities. Assists in processing sensitive personal information modifications including legal name changes and biographical updates, maintaining strict confidentiality and documentation standards in accordance with institutional policies and federal regulations.
• Employs analytical skills to evaluate operational challenges and develop solutions that enhance transcript and verification services. Identifies opportunities for process improvement through assessment of current practices, emerging needs, and service trends. Contributes valuable technical expertise and recommendations to improve departmental workflows, system functionality, and service delivery methods, supporting the institution's commitment to operational excellence.

Essential Skills/Experience:

• 1-2 years of higher education employment experience is required for this position. Background working in student information system, National Student Clearinghouse, and registrar operations are preferred.
• 1-2 years of experience with Banner Student Module (other relational database experience will be considered)
• Bachelor's Degree preferred (or the equivalent work experience related to the role)

Competencies:

• Detail Orientation: Keen eye for detail, strong attention to particulars
• Time Management: Prioritizes tasks and manages time to ensure that deadlines are met. Plans his or her time and stays committed to those plans. Prevents or manages interruptions until the highest priority tasks are accomplished.
• Customer Focus: Personally demonstrates that external (or internal) customers are a high priority. Identifies customer needs and expectations and responds to them in a timely and effective manner. Anticipates and prevents delays or other things that can adversely affect the customer. Keeps customers informed about the status of pending actions and inquires about customer satisfaction with products or services. 

NLU Inclusion Statement:

National Louis University is deeply committed to serving its community, advancing access and equity, and ensuring that all individuals are welcomed and valued.  We are dedicated to fostering a culture where diversity, equity, and inclusion remain at the core of who we are. These are more than just words to us: they are truly a way of life for the NLU community. We recognize that differences in abilities, age, ethnicity, gender (identity and expression), race, religion, sexual orientation, socio-economic status, and background bring richness to our work environment. We affirm diverse perspectives, innovative contributions, and authentic presentations of self from every member within the NLU community. We believe inclusion is grounded in the actions we intentionally take each day. Our goal is to inspire and empower NLU employees and community members to cultivate an environment where we collectively focus on uplifting and advancing our institutional culture.

At National Louis University, we offer our employees an innovative environment to work together and inspire the ideas that will make an impact. As our external environment changes, our employees are provided the opportunities and tools needed to grow both personally and professionally to remain successful. NLU employees and dependents are offered a wide range of benefits, including but not limited to, Health Insurance benefits, Retirement benefits, Paid Time Off and Educational Opportunities. Additional information regarding full-time staff benefits can be found here.

The salary range of the grade for this position is $17.61 to $23.77 per hour (typical workweek is 37.5 hours). Compensation decisions are dependent upon the facts and circumstances of each position and candidate.  Offers are based on multiple factors permitted by law, including but not limited to: budgetary considerations, job-related knowledge/skills, experience, market considerations, tenure and standing with the university (applicable to current employees), and internal equity. 

Please include the following along with your application:

• Resume (Required)
• Cover Letter (Optional)
• Current NLU employees please also submit an Internal Posting Form