Admissions & Records Coordinator

Northeastern Illinois University•Chicago, IL

12d•Onsite

About The Position

The main function of this position is to prepare, maintain, evaluate, and supervise all phases of the graduation process. This position is responsible for analyzing student credentials to ascertain eligibility for graduation. This position supervises the Graduation Evaluations and Graduate Records staff. This position performs a wide variety of detailed tasks which require initiative and advanced judgment and the ability to maintain confidentiality as required by the Family Educational Rights and Privacy Act (FERPA) and other applicable state and federal privacy laws. The incumbent must have an in-depth knowledge of student records, the Registrar's Office, and Enrollment Management, along with a good understanding of the entire University. The incumbent must be customer service focused, proficient with and comfortable learning new technology, and adept in both Google Suite and Microsoft Office, degree audit software and SIS (currently Banner).

Requirements

High school diploma or equivalent.
Any one or combination totaling four (4) years (48 months) of coursework 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 Associate’s Degree equals eighteen months (18 months), 90 semester hours equals two (2) years (24 months), 120 semester hours or a Bachelor’s degree equals three (3) years (36 months), a Master’s degree equals four (4) years (48 months).
Four (4) years (48 months) of 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.
Proficient with and comfortable learning new technology.
Adept in both Google Suite and Microsoft Office, degree audit software and SIS (currently Banner).

Nice To Haves

Knowledge of principles and processes for providing advanced customer service in person and via email, text and phone.
Knowledge of basic math, algebra, statistics, and their applications, as needed.
Knowledge of Higher Education business and management principles involved in leadership techniques, production methods, and coordination of processes and resources.
Ability to identify measures or indicators of process and procedures and the actions needed to improve them, as well as employee performance, relative to the goals of the department and University.
Ability to exhibit strong organizational skills and maintain detailed, accurate records.
Ability to communicate professionally, effectively and responsibly to staff, faculty and students.
Ability to interpret work related documents, policies, and procedures.
Ability to work independently and effectively organize and prioritize multiple tasks and distribute appropriate responsibilities to staff.
Ability to process and handle confidential information with discretion; through knowledge of FERPA requirements.
Ability to monitor progress towards semester goals, e.g. processing graduation applications, posting degree lines, obtaining memos.
Demonstrates experience in working with and supervising a diverse staff, functioning as a team leader while simultaneously fully supporting departmental production goals.

Responsibilities

Supervises activities of degree evaluation staff, including: Planning, assigning and reviewing workload and work responsibilities.
Initiating and/or shifting activities for staff in conjunction with the development of the units’ calendar of activities.
Collaborating with Associate Registrar on annual and probationary job performance evaluations and recommendation of personnel actions.
Training new staff and assisting current staff learn new processes and functionalities as systems are upgraded and/or updated.
Creation and maintenance of training materials, working in conjunction with Associate Registrar.
Creation and maintenance of departmental calendars of activities, working in collaboration with Associate Registrar.
Guiding staff on all aspects of degree evaluation and scrutinizing requests for exceptions to program requirements, working in concert with Associate Registrar.
Serves as functional back up to A&R Officer role in scribing, maintaining and editing Degree audit platform.
Collaborates with Coordinator of Transfer Articulation and Degree Audit staff and Colleges.
Evaluates student credentials for graduation eligibility, including: Reviewing student records to verify fulfillment of graduation requirements.
Updating Student Information System (SIS) and Degree Audit platform accordingly.
Reviewing students’ program declarations for proper completion according to departmental requirements.
Determining authenticity of transfer courses, substitution approvals and exceptions provided by departmental advisor, chair college dean or provost.
Updating transfer credits for graduation applicants, when necessary.
Maintaining individual graduation evaluations throughout entire term.
Disseminating notification to students of any discrepancies or unfulfilled requirements and recommending next steps.
Review any program, catalog and Degree Audit exceptions with the Associate Registrar.
Preparing, monitoring, and correcting lists of prospective graduates each term.
Updating lists, labels and records for distribution and review.
Informing students of their graduation application status.
Conducting final check of students’ files to confirm all necessary graduation requirements have been fulfilled and verifying all necessary documents are on file.
Counseling students on graduation application outcome status and/or eligibility and University policy.
Analyzing and interpreting University graduation requirement policy and making decisions on an individual basis.
Revising prospective graduate correspondence issued to students each term.
Responsible for composing special correspondence to graduate applicants.
Researching graduation appeals and communicating outcomes to petitioning students, coordinating review of appeals and exception memos with Associate Registrar.
Disseminates information and acts as point of contact regarding graduation procedures and University policies pertaining to graduation and degree requirements to University community.
Functions as primary One-Stop point of contact.
Works with Associate Registrar to order diplomas, checking for accuracy and correcting discrepancies.
Coordinates distribution of diplomas.
Disseminates lists of graduates to designated departments within the University.
Prepares and reviews graduation evaluation forms for update each term.
Manages oversight of supplies and forms for the units.
Works with Associate Registrar to research requests identifying courses not required for awarding of degree, including identifying the need for and tracking formal memos of request for exception to Chairs, Deans and Provost.
Updates student records as needed.
Coordinates graduation ceremony procedures with other University offices.
This responsibility includes proofing commencement program and verifying eligibility of attendees at Commencement.
Must attend and work commencement ceremonies.
Other responsibilities as assigned.