Admissions and Records Coordinator

NEIU•Chicago, IL

1d•Onsite

About The Position

The Admissions and Records Coordinator (Graduate Admissions Operations Coordinator) is responsible for day-to-day supervision of graduate admission operations, including staff, document processing, application processing, application readiness, admission decisions, admissions operations communication plans, record maintenance, data integrity and error resolution/clean-up. Responsible for proficiency in all Slate operations, forms, queries, workflow bins, reports and processes as they pertain to graduate admission application, decision, and correspondence processing, and for utilization of queries used to monitor daily operations. This position supervises graduate admissions operations staff, including hiring, training, daily work assignment, leave approval, and coverage planning; acts as liaison to deans, chairs, and program advisors to coordinate advisor assignment, admission decisions, and updates to academic program requirements; and verifies data integrity across Slate (CRM) and Banner (SIS).

Requirements

High school diploma or equivalent.
Four (4) years (48 months) of coursework in any discipline OR work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.
One (1) year (12 months) of supervisory or administrative experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Nice To Haves

Proficiency in all Slate operations, forms, queries, workflow bins, reports and processes as they pertain to graduate admission application, decision, and correspondence processing.
Utilization of queries used to monitor daily operations.

Responsibilities

Supervise the day-to-day operation of the graduate admissions operations unit.
Check and determine the status of application processing, document processing, and admission decision processing in Slate, aiming for a 12-24 hour turnaround.
Address processing concerns or delays with the team and discuss plans of action.
Assign, balance, and review the daily workload of operations staff.
Approve employee leave requests and ensure coverage of positions, workflows, and processing responsibilities.
Ensure adequate coverage of processing operations throughout the business day.
Hire and train new graduate admissions operations staff, and cross-train staff.
Plan staffing and processing capacity for peak cycle periods.
Maintain and contribute to written procedures for graduate admissions operations processes.
Handle issues, troubleshoot, and problem solve.
Coordinate with the Director of Recruitment on shared staffing, space, and process needs.
Build, maintain, and run Slate queries to monitor daily operations.
Confirm that all completed applications have been released to program review bins.
Confirm that all applications with all supplements received are marked complete and release them for program review.
Monitor time in workflow bin, queue volume, and individual reviewer decision queues.
Continuously monitor applications out for department review, tracking time and outstanding decisions.
Coordinate with program readers to move applications to a decision and follow up on delays.
Identify applications released to program with no decision returned after 15 days and contact departments.
Generate semesterly contingent admission reports, work with graduation evaluation team, cancel admission for non-graduates, and communicate with applicants.
Serve as the pre-review reader: review each completed application to confirm completeness and release it to the department reader review bin.
Enter paper applications into the Slate application form.
Scan paper documents into Slate for file completion and storage.
Oversee the intake and matching of electronic transcripts, test scores, and credential evaluations for international applicants.
Review submitted credentials for authenticity and escalate suspected fraudulent or altered documents.
Process admission correspondence for all admitted applicants.
Process newly received evaluation/decision responses.
Review and process application fee waivers and payment exceptions.
Conduct tuition assessment review for undocumented and school-pathway applicants and support residency classification determinations.
Review and correct data and integrity errors in Slate (CRM) and Banner (SIS).
Verify that application, document, decision, and program data are accurate and consistent between Slate and Banner, and resolve discrepancies.
Perform and maintain routine data cleanup.
Identify duplicate applicant records and resolve them.
Complete required FERPA training and adhere to FERPA and institutional data confidentiality requirements.
Escalate system configuration issues and unresolved integration errors.
Ensure application deadlines and extensions are adhered to.
Make sure all complete applications are released to program review bins by the deadline or within 1-2 days after deadline.
Do not continue to release applications to programs after deadline unless agreed upon.
Coordinate admission exceptions with academic programs.
Conduct semesterly check-ins with graduate programs to determine if admission requirements have been updated.
Work with marketing to update graduate admissions web content.
Coordinate with Graduation Evaluations regarding contingently admitted students.
Manage the departmental email account, delegating daily monitoring and response.
Act as liaison to deans, chairs, and program advisors.
Coordinate with International Programs on applicant questions and referrals.
Close incomplete applications after deadlines and move them to the designated inactive workflow bin.
Confirm that records for enrolled students, and for applicants who were admitted but did not enroll, are moved to their designated Slate workflow bins at census.
Monitor retained paper transcripts and pre-Slate records held in physical storage and purge them in accordance with the applicable retention schedule.
Check supplies, forms, and office materials and order/restock as needed.
Perform related duties as assigned.