Admissions and Records Coordinator

Northeastern Illinois University•Chicago, IL

18h•Onsite

About The Position

The Admissions and Records Coordinator (Graduate Admissions Operations Coordinator) is responsible for the day-to-day supervision of graduate admission operations. This includes managing staff, document processing, application processing, application readiness, admission decisions, admissions operations communication plans, record maintenance, data integrity, and error resolution. The role requires proficiency in all Slate operations (CRM) and Banner (SIS) functionalities related to graduate admissions. This position supervises graduate admissions operations staff, acts as a liaison to deans, chairs, and program advisors, and verifies data integrity between Slate and Banner.

Requirements

High school diploma or equivalent.
Four (4) years (48 months) of coursework in any discipline (with a conversion table provided for credit hours to years) 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, ensuring a 12-24 hour turnaround for application and document processing and admission decisions.
Assign, balance, and review the daily workload of operations staff, approving leave requests and ensuring coverage.
Hire and train new graduate admissions operations staff, and cross-train existing 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 within the operations unit.
Coordinate with the Director of Recruitment on shared staffing, space, and process needs.
Build, maintain, and run Slate queries to monitor daily operations, ensuring all completed applications are released for program review and marked as complete.
Monitor time in workflow bins, queue volume, and individual reviewer decision queues to ensure timely processing and appropriate workload distribution.
Continuously monitor applications out for department review, tracking time and outstanding decisions, and coordinating with program readers to obtain decisions.
Identify and follow up on applications released to programs with no decision returned after 15 days.
Generate semesterly contingent admission reports and coordinate with the graduation evaluation team to confirm graduation and cancel admission for non-graduates.
Serve as the pre-review reader for completed applications, confirming completeness before releasing to department reviewers.
Enter paper applications into Slate and scan paper documents into Slate for file completion.
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 documents.
Process admission correspondence for admitted applicants by running decision release queries and executing Slate decision release functions.
Process newly received evaluation/decision responses via Slate.
Review and process application fee waivers and payment exceptions, and reconcile as required.
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 routine data cleanup, including transcript checklist cleanup and school/organization variation cleanup.
Identify and resolve duplicate applicant records.
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, and that all complete applications are released to program review bins by the deadline or shortly after.
Coordinate admission exceptions with academic programs.
Conduct semesterly check-ins with graduate programs to update admission requirements in processing practices and applicant-facing materials.
Work with marketing to update graduate admissions web content.
Coordinate with Graduation Evaluations regarding contingently admitted students.
Manage the departmental email account, delegating monitoring and response to operations staff.
Act as liaison to deans, chairs, and program advisors to coordinate advisor assignment, admission decisions, and updates to academic program requirements.
Coordinate with International Programs on applicant questions and referrals.
Close incomplete applications after deadlines and move them to the designated inactive workflow bin in Slate.
Confirm that records for enrolled students and admitted but non-enrolled applicants are moved to their designated Slate workflow bins at census.
Monitor retained paper transcripts and pre-Slate records for purging in accordance with the retention schedule.
Check supplies, forms, and office materials and order/restock as needed.
Perform related duties as assigned.