Admissions and Records Representative

Northeastern Illinois University; United States; On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

State of Illinois benefits

Job summary

Northeastern Illinois University in Chicago seeks an Administrative Support Specialist to assist with registration questions via phone, email, and in person. The role processes forms, maintains records, and supports reporting and data validation within Registrar Services.

The position operates in-office with a focus on accuracy, efficiency, and coordination with enrollment management. The role requires a high school diploma and 2 years of related experience.

Qualifications

• High school diploma or equivalent.
• Two years (24 months) of administrative support, admissions and enrollment, customer service, public relations, records management, or related experience.

Responsibilities

• Assist students, faculty, and staff with registration questions via telephone, email and in person.
• Process registration-related forms and documentation ensuring completeness and accuracy.
• Review system reports to identify discrepancies and escalate issues.
• Support registrar operations, data maintenance, and reporting activities.

Skills

Administrative support

Admissions and enrollment

Customer service

Public relations

Records management

Education

High school diploma or equivalent

Job description

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

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, data maintenance, reporting assistance, document management, and support for specialized registration initiatives.

Job Description

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 Registrar Services. 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 student information system updates and internal database maintenance. Runs, reviews, and processes student information system reports related to registration operations. Scans, indexes, organizes, and maintains student records and documentation in accordance with departmental retention standards and established procedures. Provides support for departmental documentation updates, process improvement initiatives and operational audits. 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. Assists with diploma distribution and related tracking activities. 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 and records cleanup initiatives. Participates in testing and validation activities related to student information system 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. Assists with maintenance and creation of training documentation, procedural manuals, registration process videos and departmental workflow resources. 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.

Minimal Qualifications

1. High school diploma or equivalent.
2. 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.

Schedule

Monday - Friday, schedule includes: Two days: 8:30 A.M. - 4:30 P.M. Three days: 10:00 A.M. - 6:00 P.M. Required to work approximately four Saturdays per year from 9:00 A.M. - 12:00 P.M.

Location

NEIU Main Campus (5500 North St. Louis Ave. Chicago, IL 60625)

Setting

In‑office, not eligible for hybrid or remote work.

Eligibility

Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas. This position requires a background check.

Salary Range

Salary Range $22.63/hourly

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 our Employee Benefits page 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.

Equal Opportunity & Diversity

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.

Northeastern Illinois University's Main Campus is located on 67 acres in a residential area on the Northwest Side of Chicago. The University has three additional locations in the metropolitan area: the Jacob H. Carruthers Center for Inner City Studies, El Centro and the Center for College Access and Success. Northeastern also is a founding member of the University Center of Lake County consortium campus in suburban Lake County, north of Chicago.

Northeastern offers more than 40 undergraduate degree and certificate programs and more than 50 graduate degree, certificate, licensure and endorsement programs.