VA Certifying Official - Administrative Assistant to the Registrar

FLSA Status: Non-Exempt

Position Summary

The VA Certifying Official and Administrative Assistant to the Registrar will be responsible for certifying veterans 
educational benefits (veterans and their dependents) and coordinating ECU’s VA Benefits with the Department of Defense. The position will be required to develop a familiarity with VA policies and procedures, and ensure that ECU is up to date and compliant with the same. The certifying official will be responsible for notifying the Registrar of all VA related changes and student concerns. The position will be responsible for evaluating military education credit Joint-Service-Transcripts (JST) and transcribing the credit to the ECU transcript. The position will be responsible for all current as well as any future reporting requirements to the National Student Clearinghouse (NSC) that involve the Records Office. The position will be expected to support general Records Office services as determined by the Registrar, including but not limited to serving as a back-up position for the front office.

Essential Job Duties

• Certify students for VA benefits and maintain VA folders in compliance with VA policies and procedures.
• Update and coordinate with online government websites including AI Portal, Joint Services Transcript (JST), and 
DODMOU.
• Manage user access by creating, updating, and deleting website credentials.
• Process and evaluate JST transcripts and update grades on AI portal for Air Force and Army Tuition Assistance 
students.
• Coordinate with institutional offices to ensure accuracy of tuition, fees, and student charges as needed within 

the scope of VA educational benefit certification. 
• Process VA amendments to credit hours and financial charges when students modify class schedules.
• Provide guidance and training to student workers.
• Support front office general intake operations as directed by the Registrar. 
• Complete monthly enrollment reports to the National Student Clearinghouse and resolve any resulting error 
reports. 
• Report graduated students to the National Student Clearinghouse and resolve any resulting error reports. 
• Complete any components of Gainful Employment/Financial Value Transparency requirements for the National 
Student Clearinghouse that involve the Records Office.
• Other duties as assigned by the Registrar.
• Will work commencement (graduation) ceremonies that occur on two Saturdays during the calendar year 
(December and May).

Omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 

Qualifications 

• Some college coursework with 1-2 years of experience; Bachelor's degree preferred.
• Experience working with veterans' educational benefits and services is preferred but not required.
• Experience with some form of data reporting is preferred by not required.

Licenses/Certifications

• School Certifying Official training required (will be provided to the successful applicant)

Knowledge, Skills, and Abilities

• Comprehensive knowledge of veterans' and dependents' educational benefits and programs
• Strong understanding of institutional policies regarding admissions, records, enrollment, degrees, and 
graduation requirements
• Willingness and ability to develop detailed understanding of National Student Clearinghouse reporting 
requirements, error resolution procedures, and serve as the day-to-day liason between the Records Office and 
the National Student Clearinghouse 
• Excellent attention to detail with ability to maintain accurate records and meet deadlines
• Strong interpersonal skills with ability to effectively communicate with veterans, dependents, and institutional 
stakeholders
• Demonstrated ability to coordinate with multiple offices and navigate complex administrative systems
• Proficient in problem-solving and identifying appropriate resources for resolving VA-related issues
• Ability to maintain confidentiality and handle sensitive information with discretion
• Must have a strong work ethic and lead by example 
• Must be a professional, credible and respected representative of the institution internally and in the community
• Demonstrated willingness and ability to act ethically and socially responsible
• Ability to communicate in a courteous manner

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully 
perform the essential functions of the job. 

Constantly required to remain in a seated position for extended periods
Communicate effectively with students, other members of the campus community, and the general public. 
Regularly performs tasks that involve repetitive wrist and finger movement
Regularly operates a computer and other standard office equipment
Occasionally required to move about the office and similar spaces

Work Environment

The work environment characteristics described here are representative of those an employee encounter while 
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with 
disabilities to perform the essential functions. 

The work is performed in a typical office setting with moderate noise levels from conversations, and standard office 
equipment.

Supervisory Responsibility

 
As funds permit, the Certifying Official may have the opportunity to directly manage one student worker. 

East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, marital status, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Danley Hall 111, Ada, OK 74820, (580) 559-5260.

Please ensure you have completed the Equal Opportunity Data Form with your application.

Equal Opportunity Data Form.pdf