A cover letter is required for consideration for this position and should be attached as the first page of your resume.  The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. 

The University of Michigan is a premier public research university with more than 53,488 students, including 35,358 undergraduates, and is firmly committed to serving the people of Michigan, and the world, through preeminence in creating, communicating, preserving, and applying knowledge, art, and academic value.  U-M is in high demand, with a record 115,957 undergraduate first-year and transfer applicants in fall 2025 and 9,711 incoming undergraduate students enrolling.  

Reporting to the Provost and Executive Vice President for Academic Affairs, the Office of Enrollment Management (OEM) manages U-M's enrollment function to efficiently optimize students' experiences throughout their engagement, from prospect to alumni.  The division collaborates with campus partners, faculty, and staff in support of the university's mission. 

OEM comprises a dedicated team of more than 200 full-time staff members and more than 400 additional student and temporary staff and is structured in five operational units - the Office of Undergraduate Admissions, the Office of Financial Aid, the Office of New Student Programs, the Office of the Registrar, and OEM Administration.  OEM strives to provide excellence in access and support to inspiring learners who will challenge the present and enrich the future.

The Office of the Registrar is seeking a responsible, self-motivated, and detail-oriented Academic Records Assistant Intermediate to support the Transcripts, Certification, and Diploma Department. This position provides academic and administrative services to students, faculty, staff, parents, outside agencies, and the public across multiple areas related to the academic record. The Academic Records Assistant Intermediate serves as the lead for diploma ordering and distribution and acts as a School Certifying Official (SCO) for VA education benefits.

5% Diploma Processing and Distribution 

• Lead the ordering, processing, and distribution of diplomas.
• Verify the accuracy of diploma data following each degree posting and perform updates as needed.
• Sort, roll, and label diplomas for distribution at commencement ceremonies.
• Review and process replacement diploma requests.
• Submit weekly diploma orders using the vendor's web-based application (DiploMatic).
• Create and distribute the Medical School Commencement Schedule.
• Respond to telephone and email inquiries regarding transcripts, certifications, VA education benefits, and diplomas.
• Verify the authenticity of diploma copies requiring notarization.

45% VA Education Benefit Support 

• Report enrollment, tuition, and mandatory fees using the Department of Veterans Affairs online system.
• Review degree plans to ensure course applicability for VA benefits.
• Collaborate with UM Student Financial Services to reconcile VA tuition payments.
• Assist with monthly and end-of-term audits to identify enrollment and tuition/fee changes.
• Report required updates to the U.S. Department of Veterans Affairs within established timelines.
• Follow policies and procedures to maintain institutional compliance with VA requirements.
• Prepare documentation for compliance visits, including certification files, billing information, and transcripts.
• Attend required VA training sessions and quarterly webinars.

10% Administrative Support 

• Provide training and support to staff on diploma ordering procedures. 
• Support testing of system updates and functionality.
• Perform other duties as assigned 

• Bachelor's degree or an equivalent combination of education and experience.
• Minimum of two (2) years of administrative support experience in a professional office setting.
• Strong organizational skills with the ability to manage complex procedures, prioritize tasks, and meet deadlines.
•  Excellent customer service skills with the ability to handle diverse student concerns professionally, resolve issues effectively, and build positive relationships. 
•  Exceptional attention to detail and accuracy.
•  Proficiency in Microsoft Office applications.
•  Demonstrated ability to appropriately manage confidential and sensitive information.
•  Excellent verbal and written communication skills. 

• Knowledge of FERPA and other federal and state regulations related to higher education.
• Familiarity with policies and procedures within a large, decentralized higher education environment.
• Experience with the M-Pathways student information system and/or the Oracle PeopleSoft CS system.
• Demonstrated ability to incorporate innovative practices into the workplace to enhance effectiveness and efficiency. 

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Benefits at the University of Michigan

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

This position is included in the bargaining unit represented by the University Staff United (USU), which represents bargaining unit members in all matters with respect to wages, benefits, hours and other terms and conditions of employment.

The University of Michigan is an equal employment opportunity employer.