Admissions and Records Officer

Northeastern offers a rewarding working environment for our students and employees. Our faculty and staff are smart, dedicated people who work to create an excellent urban university experience for bright and motivated students.

Job Summary:

Job Description:

• Process both graduate and undergraduate graduation applications from submission to final approval.

• Verify materials submitted by students and faculty for completeness and accuracy. Enter information into the SIS (Banner).

• Contact and follow up with students and academic programs regarding outstanding requirements, coordinating compliance with University requirements and policy exceptions.

• Maintain all Memoranda of Understanding (MOU) to ensure adherence to obligations for degree processing.

• Work with College of Graduate Studies and Research (CGSR), ensuring thesis requirements are met.

• Post thesis completion in Banner and verify conversion of thesis hours to elective hours, if necessary.

• Process commencement fee holds.

• Conduct policy and procedure research for faculty when requested.

• Maintain and update degree requirement documentation for undergraduate and graduate programs, reviewing website and catalog for consistency.

• Create graphics-ready graduate section of commencement booklet and assist with proofreading the full commencement program.

• Create diploma and certificate orders for third party vendor, order diplomas and certificates via vendor's site, and coordinate diploma distribution. Process duplicate and replacement diploma orders.

• Create and maintain student and departmental forms in advanced Adobe software for the Registrar's Office for web posting. Serve as functional backup for all Registrar's Office web pages.

• Prepare various reports using Banner, Cognos, Excel and other products.

• Collaborate with Coordinator of Transfer Articulation and Degree Audit on creation of new and maintenance of existing programming code (aka "Scribe") in the Degree Works platform (used to define and denote institutional undergraduate and graduate degree requirements)

• Validate code used to construct requirement blocks ensuring information is accurately built for interpretation by Degree Works platform.

• Identify and repair incorrect Scribe allowing for reconciliation of student academic data.

• Review student audits produced within Degree Works throughout the semester to confirm accuracy of end product for students and advisors.

• Record exceptions and/or substitutions authorized by Colleges in individual student degree audits.

• Facilitate system upgrades with Coordinator of Transfer Articulation and Degree Audit, when necessary.

• Process program changes ensuring accuracy of student status detail and admission type.

• Evaluate and process intra- and inter-institutional transfer and waiver of credit forms.

• Verify catalog details, school accreditation, and conversion of credit hours. Confirm accuracy of and process Degree, Certificate, TLP program completions; post transcript lines when required.

• Process catalog year changes, program addition requests and confirm the appropriate concentration is attached to student records.

• Inform students when graduation requirements are not met, process change of graduation dates.

• Administer undergraduate requests to register for graduate-level courses.

• Confirm courses used for graduation requirements meet 6-year time limit and assist faculty and students submit time extension requests. Monitor master's students admitted under conditions and update Banner accordingly.

• Place holds on student records, when necessary. Process Leaves of Absence (LOA) in Banner and track population; modify records accordingly. Oversee students placed on Graduate Academic Progress (GAP) plan, communicates student progress and/or non-compliance to College of Graduate Studies and Research and supervisor.

• Image student degree records as well as miscellaneous documents and maintain digital file of student graduation checklists and diploma distribution.

• Serve as department liaison and represent office in CGSR meetings; communicate to supervisor impending changes or revision to policy and procedure in the CGSR that affects Graduate Records.

• Participate in the fall and spring commencement ceremonies.

• Maintain Graduate Records policy and procedure documentation. Create and maintain Graduate Records calendar of activities.

• Perform other duties or attend other events as assigned, including assisting other Enrollment Services areas as needed.

Minimal Qualifications:

High school diploma or equivalent.
Any one or combination totaling three (3) years (36 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)

• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)

B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Hours: Monday through Friday, 8:30 a.m. - 4:30 p.m. (hours may vary depending on departmental needs)

This position requires a background check.

Salary / Hourly Rate Range

Benefits

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). Please visit ourEmployee Benefitspage to learn more about our comprehensive benefits package including health, dental, and vision benefits, sick and vacation days, and participation in the State Universities Retirement System.

Northeastern Illinois University is an Equal Opportunity/Affirmative Action employer and invites applications from Women, Minorities, Veterans and Persons with Disabilities, as well as other qualified individuals.Northeastern Illinois University's positions are contingent upon the University's receipt of its State of Illinois appropriation.