Admissions and Records Representative

Northeastern Illinois University • Chicago, IL

6d • Onsite

About The Position

The Admissions and Records Representative supports operational and administrative functions within the Registrar’s Office and Enrollment Management. The role assists students, faculty, and staff with registration-related questions by telephone, email, and in person, and supports records processing, registration, data maintenance, reporting, document management, and specialized registration initiatives.

The representative disseminates policy and procedure information, researches and resolves student issues, and communicates appropriate next steps. The position processes registration forms and records, supports registration workflows and specialized programs, maintains student information and documentation, and assists with reports, audits, system testing, process improvement, and departmental training resources. The position is based in the office at Northeastern Illinois University’s Main Campus in Chicago and is not eligible for hybrid or remote work.

Requirements

• High school diploma or equivalent.
• Two years (24 months) in total from eligible coursework, work experience, or a combination of both. Coursework equivalencies include 30 semester hours for one year, 60 semester hours or an Associate’s Degree for 18 months, and 90 semester hours for two years.
• Eligible work experience includes administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.
• Legally authorized to work for any employer in the United States; the position is not eligible for work visa sponsorship.
• Successful completion of a background check.
• Work on approximately four Saturdays per year from 9:00 A.M. to 12:00 P.M., as well as extended weekday hours during peak registration periods.

Responsibilities

• Answer registration-related questions from students, faculty, and staff by telephone, email, and in person; explain policies and procedures, investigate issues, and communicate appropriate next steps.
• Perform operational and records-related work supporting registration and student records processing within Registrar Services.
• Review, verify, and process registration forms and documentation, including add/drop, withdrawal, Pass/Fail, Audit Permission, major declaration, transcript, verification, and academic record update requests.
• Assist with Semester Schedule Plans, individualized study forms, graduate thesis registration forms, and related registration workflows.
• Maintain cohorts and update advisor assignments in Banner and related systems.
• Support Early College, Summer Transition Program, and other specialized population registration initiatives through mass and manual registration processing and data maintenance.
• Process and maintain records for Student Billing/Late Withdrawal Committee petitions, including student information system updates and internal database maintenance.
• Run, review, and process student information system reports related to registration operations.
• Scan, index, organize, and maintain student records and documentation according to departmental retention standards and procedures.
• Support departmental documentation updates, process improvement initiatives, and operational audits.
• Assist with roster verification, prerequisite compliance reports, and priority and advance registration assignments in accordance with Assistant Registrar guidance.
• Assist with diploma distribution and tracking.
• Review system reports for discrepancies or data inconsistencies and escalate issues to the Assistant Registrar as appropriate.
• Assist with registration-related projects, data validation, and records cleanup initiatives.
• Participate in testing and validation related to student information system updates, registration processes, and operational workflows.
• Collaborate with the Assistant Registrar to maintain accurate operational calendars.
• Recommend process improvements and operational efficiencies.
• Help maintain and create training documentation, procedural manuals, registration process videos, and departmental workflow resources.
• Provide operational support to other Enrollment Management areas as needed.
• Work extended hours during the week and occasional Saturdays during peak registration periods.
• Perform other duties as assigned.

Benefits

• University employees may be eligible for State of Illinois benefits, including health, dental, and vision benefits, sick and vacation days, and participation in the State Universities Retirement System.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED