Admissions and Records Representative (2755)

SIU Medicine; Springfield (IL); On-site; USD 30,000 - 40,000; Full time

Job summary

SIU Medicine seeks a dedicated administrative secretary to support the Director of Admissions and the Office of Student Affairs. This on-site role handles confidential admissions communications, interview scheduling, and file management.

You will coordinate travel for the Director, assist with recruitment events, and back up the front desk as needed, ensuring smooth operations across admissions and student affairs.

Qualifications

• High school diploma or equivalent is required.
• Two years (24 months) from coursework or work experience in administrative support or related fields.
• Experience with customer service, records management, and handling confidential information is preferred.

Responsibilities

• Assist the Director of Admissions with admissions process and confidential communications.
• Schedule applicant interviews and manage admission files and interview logistics.
• Maintain all admission files and merge supplemental applications with current files; prepare committee minutes.
• Communicate with applicants by phone and email regarding status and interviews.
• Coordinate travel for the Director of Admissions and arrange conference registrations, hotels, and transportation.
• Back up front desk and provide coverage for the Office of Student Affairs as needed.
• Assist with annual events including white coat ceremony preparations.

Skills

Customer service

Basic math

Administrative procedures

Electronic equipment & software

Problem solving

Communication

Organization

Confidential information handling

Education

High school diploma or equivalent

Two years of administrative/related experience or coursework

Job description

Description

The individual in this position provides specialized secretarial support for the Director of Admissions and the Office of Student Affairs.

*This position is ON SITE only*

#IND1

Examples of Duties

Demonstrates, by actions, commitments to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnerships; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

1. Assists the Director of Admissions in all aspects of the admissions process and in the coordination of sensitive and confidential admissions-related communication and documents.
   1. These duties include scheduling admission applicant interviews, and creating admission files, distributing pertinent information from applicant files to interviewers, and handling of all interview-related problems.
2. Responsible for maintenance of all admission applicant files and records.
3. Responsible for receiving of the supplemental applications and merging re-applicant files with current files, types monthly Admission Committee minutes.
4. Communicates with applicants by telephone and correspondence regarding the status of their application and scheduling of interviews.
5. Responds to inquiries for general admissions information by telephone and email.
6. Coordinates travel for the Director of Admissions and makes necessary arrangements for conference registration, hotel accommodations, transportation, etc.
   1. Prepares and processes travel reimbursement forms for the Director of Admissions and prepares all invoice vouchers and deposits related to admissions functions.
   2. Works with front desk support person for Office of Student Affairs by serving as a medical school liaison for student, faculty, and all visitors. Answers inquiries and provides assistance concerning questions of the Office of Admissions and Office of Student Affairs.
   3. Works with Registrar on maintaining permanent student records
   4. Supervises and coordinates the catering of special Admissions Committee meetings
   5. Assists the Director of Admissions with recruitment functions as needed
   6. Serves as the head back up applicant tour guide for the Student Ambassadors' group and reports any student ambassador absences to the Director of Admissions
   7. Works as the support person to back up the front desk Office of Student Affairs Secretary for lunch coverage, answering phones, etc.
   8. Backs up Director of Admissions during interview days where Director may be absent, serves as applicants point of contact when Director may be out.
   9. Assists Director of Admissions in preparations with annual white coat ceremony
   10. Under the supervision of the Director of Admissions, who reports to the Associate Dean for Student Affairs and Admissions, who reports to the Dean of SIU School of Medicine, provides secretarial support when needed for other staff.
   11. Other duties as assigned

PERCENTAGES OF TIME DEVOTED TO THE PREVIOUS ACTIVITIES

Admissions Activities: 80%

Special Student Events: (ie, White Coat) - 5%

Public Contact - 5%

Back up reception desk - 10%

Qualifications

Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. 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)
   2. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of principles and processes for providing customer service.
2. Knowledge of basic math, algebra, statistics, and their applications, as needed.
3. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
4. Knowledge of electronic equipment, computer hardware and software, and their applications.
5. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
6. Ability to understand implications of new information for both current and future problem-solving and decision-making.
7. Ability to exhibit strong organizational skills and maintain detailed, accurate records.
8. Ability to communicate effectively for the needs of the audience.
9. Ability to interpret work related documents, policies, and procedures.
10. Ability to process and handle confidential information with discretion.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

If you require assistance, please contact the Office of Human Resources at [e-mail] or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

Southern Illinois University School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act".

Southern Illinois University School of Medicine is an Affiliated Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.