Exempt Job Descriptions
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VA, Athletic Eligibility & Records Processing Coordinator

Job Summary

Performs duties which include coordination of the Veteran Services and NCAA athletic eligibility programs within the Registrar’s Office; counsels undergraduate and graduate students concerning academic requirements relative to Veteran Services. Ensures veterans benefits certifications are developed processed and reported accurately and in compliance with Veterans Administration regulations. Performs duties necessary to ensure compliance based on NCAA guidelines. Must perform duties independently with minimal supervision, and exercise careful judgment to resolve sensitive issues related to the daily administration of veteran services and other academic functions.

Duties and Responsibilities


  • Coordinates veteran services and degree-audit processing and counsels undergraduate and graduate students concerning academic requirements and veteran services regulations.
  • Serves as a liaison between the Registrar’s Office and other university departments, the Veteran Administration and other institutions of higher learning.
  • Advises the upline supervisor of pending circumstances or events which have influence on institutional policy concerning veteran affairs.
  • Advises the Registrar of pending circumstances or events which have influence on institutional policy concerning NCAA guidelines.
  • Certifies changes in veteran student’s academic program and academic progress status to the Veteran Administration.
  • Researches and interprets laws and regulations governing receipt of veteran educational benefits.
  • Advises veterans concerning program requirements and veteran benefits.
  • Collects, compiles and prepares materials concerning veteran services or degree-audit information upon request.
  • Determines and implements degree audit functions to substitute academic credit used to satisfy degree requirements.
  • Monitors veteran students academic programs and notifies veteran administration of students academic preferences.
  • Plans and coordinates meetings involving the Regional Veteran Administration staff.
  • Monitors and coordinates changes of student demographic information such as names, addresses, telephone numbers, counties, etc., to the data base.
  • Creates and maintains veteran administration data base to electronically certify veteran students.
  • Prepares veteran students educational documentation for presentation to the Veteran Administration during administrative audits.
  • Certifies athletic eligibility in accordance with National Collegiate Athletic Association regulations.
  • Possesses knowledge of NCAA rules and compliance issues concerning the administration of intercollegiate athletics. Knowledge and maintenance of the rules of the NCAA in its entirety is expected.


  • Assists state veterans approving agency in annual audit.
  • Advises Regional VA Rehabilitation staff concerning VA rehab students’ progress toward degree.
  • Determines the awarding of military service for all student veterans.
  • Serve on various committees as needed.
  • Performs other duties assigned by the Registrar or the upline supervisor.

Organizational Relationships

The VA and Athletic Eligibility Coordinator reports to the Registrar. This position interacts with University deans, department chairs, faculty, staff and students as well as other institutions of higher learning. Interacts independently with high ranking officials in the Veteran Administration in Lexington, Ky. and St. Louis, Missouri and the Kentucky Approving Agency in Frankfort, KY as well as NCAA ranking officials at the national headquarters.

Minimum Requirements

Bachelor’s degree. Experience working directly with students. Knowledge of veteran administration regulations, proficient in oral and written communications with the ability to exercise decision-making judgment, accept responsibility and perform duties in stressful situations. Knowledge of NCAA eligibility rules and regulations. Some travel required. Strong computer, communication and problem solving skills. Ability to meet strict deadlines. Task oriented with ability to work with minimal supervision.

Additional Desirable Qualifications

Experience with VA office online software. Additional experience in an academic setting or similar field experience. Experience with degree audit system and ability to interact favorably with University personnel and students. NCAA eligibility experience preferred.

Working Conditions and Atmosphere

Atmosphere of teamwork and cooperation, usually working in stressful situations, work performed in a timely manner.

Date Approved/Revised: 11/1/2010; 6/1/2011
Date Reviewed:
Grade: E3