Admissions & Records Rep

Northeastern offers a rewarding working environment for our students and employees. Our faculty and staff are smart dedicated people who work to create an excellent urban university experience for bright and motivated students.

Job Summary:

Under the direction of the Admissions & Records Coordinator prepares evaluates maintains and processes undergraduate and graduate student applications for graduation. Analyzes students academic records to determine if graduation requirements have been met. Ability to maintain confidentiality as required by the Family Educational Rights and Privacy Act (FERPA) and other applicable state and federal laws. Incumbent must be customer service focused detail oriented comfortable learning new technology and proficient with Microsoft Office (e.g. Word Excel Access Outlook) Google Suite (Gmail Sheets Doc Drive) and Adobe Acrobat Pro.

Job Description:

PROCESSES AND EVALUATES GRADUATION APPLICATIONS:

• Enters students graduation applications in Banner.

• Confirms students eligibility for graduation including but not limited to: major/minor/concentration forms transfer courses approved substitutions/waivers earned grades cumulative and program-specific GPAs general education and engaged learning experience coursework test scores certification requirements University-level graduation requirements admission to a specific college/program and earned credit hours.

• Runs students online degree evaluation as part of the review process. Revises degree audits for students as necessary.

• Completes graduation evaluation form identifying outstanding requirements (i.e. incomplete grades courses in progress courses and/or requirements still needed).

• E-mails graduation evaluation to students along with graduation information letter graduation fee receipt form and certification/licensing information if appropriate.

• Runs Banner jobs and Cognos reports related to graduation processing and Commencement. Converts output to Excel or other format as appropriate and merges data to graphics-ready documents. Maintains and updates academic record via Banner to add transfer credit for graduating students as needed.

• Reviews corrects updates and verifies accuracy of students major/minor/concentration or degree date information in Banner.

• Conducts mid-term review using students transcript in order to verify that all grades and grade changes have been received

• and processed.

• Reviews transcript to ensure that all appropriate comment lines are reflected and that credit hours GPA courses completed and courses currently enrolled are correct.

• Informs students of discrepancies and counsels students accordingly.

• Verifies students have completed all necessary courses with appropriate grades.

• Apprises students who failed to successfully complete all graduation requirements.

• Communicates with students via email regarding drop status.

• Notifies students who have graduated.

• Responds to emails received in the Graduation Evaluations inbox.
  

DIPLOMA PROCESSING:

• Assists with ordering of diplomas and preparation of .csv files for vendor submission.

• Reviews diplomas for accuracy and submits corrections to Admissions & Records Coordinator.

• Prepares diplomas for distribution.

• Communicates with students regarding diploma distribution.

OTHER DUTIES:

• Works all Commencement ceremonies.

• Proofreads Commencement program and suggests corrections.

• Maintains and updates the Registrars Office website.

• Maintains and updates fillable evaluation forms and all Registrars Office forms.

• Creates maintains and updates degree audits for all academic programs.

• Keeps up-to-date with procedures and communication standards by attending internal training.

• Works Enrollment Services front counter or in other Enrollment Services offices as needed.

• Performs related duties as assigned.

Minimal Qualifications:

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. course work in any discipline as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)

• 60 semester hours or an Associates Degree equals eighteen months (18 months)

• 90 semester hours equals two (2) years (24 months)

B. work experience in administrative support admissions and enrollment customer service public relations records management or closely
related experience.

DEPARTMENTAL PREFERENCES

• Experience working in a college or university admissions records or registrars office.

• Demonstrated customer service skills particularly in a student-focused environment.

• Proficiency with Microsoft Office and Google Suite.

• Strong organizational and collaborative skills in conjunction with attention to detail in a fast-paced office environment.

Hours: Monday-Friday 8:30 a.m. - 4:30 p.m. (Hours may vary depending on departmental needs to 10:00 a.m.-6:00 p.m. Tuesday through Thursday).

Setting: In-office not eligible for remote work.

This position requires a background check.

Salary / Hourly Rate Range

$18.00

Benefits

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). Please visit ourEmployee Benefitspage to learn more about our comprehensive benefits packageincluding health dental and vision benefits sick and vacation days and participation in the State Universities Retirement System.

Northeastern Illinois University is an Equal Opportunity/Affirmative Action employer and invites applications from Women Minorities Veterans and Persons with Disabilities as well as other qualified Illinois Universitys positions are contingent upon the Universitys receipt of its State of Illinois appropriation.