Admissions & Records Coordinator

NEIU•Chicago, IL

8d•Onsite

About The Position

The Admissions & Records Coordinator is responsible for preparing, maintaining, evaluating, and supervising all phases of the graduation process. This role involves analyzing student credentials to determine graduation eligibility, supervising the Graduation Evaluations and Graduate Records staff, and performing various detailed tasks requiring initiative, advanced judgment, and strict confidentiality in accordance with FERPA and other privacy laws. The incumbent needs a thorough understanding of student records, the Registrar's Office, Enrollment Management, and the University as a whole. A strong focus on customer service, proficiency with technology (including Google Suite, Microsoft Office, degree audit software, and SIS like Banner), and the ability to learn new systems are essential.

Requirements

High school diploma or equivalent.
Four (4) years (48 months) of coursework in any discipline (30 semester hours = 1 year) 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

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.
Knowledge of Higher Education business and management principles, 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.
Strong organizational skills and ability to 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.
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 responsibilities.
Initiates and/or shifts staff activities in conjunction with the development of the unit's calendar of activities.
Collaborates with the Associate Registrar on annual and probationary job performance evaluations and personnel actions.
Trains new staff and assists current staff with new processes and functionalities as systems are upgraded or updated.
Creates and maintains training materials and departmental calendars of activities.
Guides staff on all aspects of degree evaluation and scrutinizes requests for exceptions to program requirements.
Serves as functional backup to the A&R Officer role in managing the Degree Audit platform.
Collaborates with the Coordinator of Transfer Articulation and Degree Audit staff and Colleges.
Evaluates student credentials for graduation eligibility, including reviewing records, updating SIS and Degree Audit platforms, and verifying program declarations.
Determines the authenticity of transfer courses, substitution approvals, and exceptions.
Updates transfer credits for graduation applicants and maintains individual graduation evaluations.
Notifies students of discrepancies or unfulfilled requirements and recommends next steps.
Reviews program, catalog, and Degree Audit exceptions with the Associate Registrar.
Prepares, monitors, and corrects lists of prospective graduates each term.
Updates lists, labels, and records for distribution and review.
Informs students of their graduation application status.
Conducts final checks of students' files to confirm all graduation requirements are fulfilled and documents are on file.
Counsels students on graduation application outcome status, eligibility, and University policy.
Analyzes and interprets University graduation requirement policy and makes individual decisions.
Revises prospective graduate correspondence issued to students each term.
Composes special correspondence to graduate applicants.
Researches graduation appeals and communicates outcomes to petitioning students, coordinating review with the Associate Registrar.
Disseminates information and acts as a point of contact regarding graduation procedures and University policies.
Functions as the primary One-Stop point of contact.
Works with the Associate Registrar to order diplomas, checking for accuracy and correcting discrepancies.
Coordinates diploma distribution.
Disseminates lists of graduates to designated University departments.
Prepares and reviews graduation evaluation forms for update each term.
Manages oversight of supplies and forms for the units.
Researches requests identifying courses not required for degree awarding, including tracking formal memos for exceptions.
Updates student records as needed.
Coordinates graduation ceremony procedures with other University offices, including proofing the commencement program and verifying attendee eligibility.
Attends and works commencement ceremonies.
Performs other responsibilities as assigned.