Academic Records Specialist

Job description

The School Certifying Official & Military Educational Benefits Specialist (“SCO”) serves as a key member of the UREG Military Educational Benefits team. The SCO ensures the integrity of student academic records, facilitates compliance with federal and state regulations, and provides high-quality support and guidance to military-affiliated students. This role requires specialized knowledge of student records management, academic processes, and veteran educational benefits programs.
The SCO supports the academic success of veterans and other students utilizing military educational benefits by providing accurate certification, guidance, and advocacy. The position is responsible for certifying students for benefits administered through the U.S. Department of Veterans Affairs (VA), Virginia Department of Veterans Services (DVS), and the Department of Defense (DoD), while ensuring compliance with all applicable federal, state, and university policies.
Responsibilities
Student Records Administration & Compliance
• Serve as a School Certifying Official (SCO) ensuring compliance with U.S. Department of Veterans Affairs (VA), Virginia Department of Veterans Services (DVS), Department of Defense (DoD), and university policies.
• Certify student enrollment for military educational benefits, including verifying enrollment, monitoring academic progress and attendance, auditing records, and ensuring accurate reporting aligned with regulatory requirements.
• Maintain the integrity, accuracy, and security of student academic records in accordance with institutional and regulatory standards.
• Review, interpret, and process documentation related to student eligibility for military educational benefits.
• Manage records retention in compliance with federal, state, and university policies.
• Support preparation for audits conducted by the VA and State Approving Authority (SAA), including coordinating documentation and communication with university stakeholders.

Student Support & Advising
• Serve as a primary resource for military-affiliated students, providing guidance on certification processes, reporting requirements, and benefit utilization.
• Advise students on certification procedures; research and resolve certification discrepancies or payment issues.
• Respond to inquiries via phone, email, and other communication channels with professionalism, clarity, and empathy.
• Prepare and distribute communications to military-affiliated students regarding benefit status, requirements, and available resources.

Program Delivery & Process Management
• Collaborate with School Certifying Officials and university partners to interpret regulations, identify certification issues, and implement consistent institutional responses.
• Participate in working groups and institutional initiatives to support military-affiliated students and improve service delivery.
• Recommend and support process improvements to enhance compliance, operational efficiency, and student experience.

Institutional Collaboration & Operations
• Coordinate with school registrars, Student Financial Services (SFS), Admissions, Student Affairs, and other units to ensure integrated student support.
• Support UREG operations, including shared responsibility for call center and central email communications.
• Support coordination of academic events and registrar-related services for students, faculty, and staff.

Communication & Outreach
• Develop and distribute communications to military-affiliated students regarding benefit status, requirements, and available resources.
• Share responsibility for managing the email account ( [email protected] ).
• Clearly communicate complex regulatory requirements to diverse audiences, including students, families, faculty, and staff.

Qualifications Required Knowledge, Skills, and Abilities
• Strong written and verbal communication skills particularly in complex or high-stakes situations.
• Ability to work independently with limited supervision and manage complex administrative processes.
• Demonstrated ability to build collaborative relationships and influence outcomes across teams.
• Analytical thinking and problem-solving skills, with the ability to interpret policies and recommend process improvements.
• Commitment to working effectively with individuals from diverse backgrounds and experiences.

Minimum Qualifications
• Education: Bachelor's degree, four years of higher education or student records experience may be substituted in lieu of degree.
• Experience: Significant student records experience.

Preferred Qualifications
• Experience within a university registrar’s office or academic records environment.
• Familiarity with federal or state regulations, particularly military educational benefits programs (VA, DVS, DoD).
• Experience supporting military-affiliated or veteran student populations.
• Knowledge of student information systems (SIS) and academic scheduling processes.

Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
Salary Range
• The anticipated hiring range is $55,000–$60,000 , commensurate with education and experience.

Position Type & Work Location
• This is an exempt-level, benefited position. Learn more about UVA benefits .
• This position is based in Charlottesville, VA, and is eligible for a hybrid schedule in accordance with UVA’s remote work guidelines.

About UVA and the Community
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA .
Application Timeline
Application review will begin after October 19, 2026.
Additional Requirements
• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply
Please apply online , by searching for requisition number R0088331 .
Internal applicants may search and apply for jobs on the UVA Internal Careers website .
Complete an application with the following documents:
• Resume
• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Reference Check Process
Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.
Contact
• For questions about the application process, please contact Jon Freeman, [email protected].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment .