Admissions & Records Rep

Northeastern Illinois University•Chicago, IL

21h•Onsite

About The Position

This position supports operational and administrative functions within the Registrar’s Office and Enrollment Management. The incumbent is responsible for assisting students, faculty, and staff with registration-related questions via telephone, email, and in person. The role focuses on records processing, registration support operations, data maintenance, reporting assistance, document management, and support for specialized registration initiatives. The incumbent must maintain confidentiality of student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and all applicable state and federal regulations. The position requires strong organizational skills, attention to detail, analytical problem-solving abilities, and proficiency with Ellucian Banner, Microsoft Office, and Google Workspace applications.

Requirements

High school diploma or equivalent.
Any one or combination totaling two (2) years (24 months) from the categories below: A. course work 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) B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.
Proficiency with Ellucian Banner, Microsoft Office, and Google Workspace applications.
Maintain confidentiality of student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and all applicable state and federal regulations.

Responsibilities

Disseminates policy and procedure information to students, faculty, and staff, researching, identifying and resolving student problems and communicating to students and staff the appropriate next steps.
Performs operational and records-related functions supporting registration and student records processing within the Registrar’s Office.
Reviews, verifies, and processes registration-related forms and documentation ensuring completeness and accuracy. These forms include, but are not limited to, add/drop requests, withdrawal requests, Pass/Fail forms, Audit Permission forms, major declaration requests, transcript requests, verification requests and requests for academic record updates.
Assists with the processing of Semester Schedule Plans (SSPs), individualized study forms, graduate thesis registration forms, and related registration workflows.
Assists with cohort maintenance and advisor assignment updates within Banner and related systems.
Supports Early College, Summer Transition Program, and other specialized population registration initiatives through mass, manual registration processing and data maintenance activities.
Processes and maintains records associated with Student Billing/Late Withdrawal Committee petitions, including Banner updates and internal database maintenance.
Runs, reviews, and processes Banner reports related to registration operations, including SFRNOWD and other operational reporting processes.
Scans, indexes, organizes, and maintains student records and documentation in accordance with departmental retention standards and established procedures.
Assists with diploma distribution and related tracking activities.
Provides support for departmental documentation updates, process improvement initiatives and operational audits.
Assists with maintenance and creation of training documentation, procedural manuals, registration process videos and departmental workflow resources.
Assists with roster verification (RV) processing, processing of pre-requisite compliance reports, and processing of priority and advance registration assignments in accordance with directives and guidance established by Assistant Registrar.
Compiles, maintains, and reports operational statistics and trend data related to registration processing and office activities.
Supports operational coordination activities within the Registrar’s Office.
Reviews system reports to identify discrepancies or data inconsistencies and escalates issues to the Assistant Registrar as appropriate.
Assists with registration-related projects, data validation efforts, records cleanup initiatives, and process documentation updates.
Participates in testing and validation activities related to Banner updates, registration processes, and operational workflows.
Collaborates with the Assistant Registrar to ensure accurate and up-to-date operational calendars.
Provides recommendations regarding process improvements and operational efficiencies.
Provides operational support to other Enrollment Management areas as needed.
Works extended hours during the week and occasional Saturdays during peak registration periods.
Performs other duties as assigned.