Admissions/Records Specialist II

Job description

Position Title:

Admissions/Records Spec II

Position Number:


Working Position Title:

Admissions/Records Specialist II

Posting Type:

Civil Service






Graduate School

Primary Function:

This position works in the admissions and records area of the Graduate School. The primary function is to assist in the processing and maintenance of applications for graduate admissions. Those responsibilities include initial processing of applications in OnBase and PeopleSoft, updating checklists in MyNIU, and making admission decisions for all Student-at-Large applicants. This position serves as the primary contact for Student-at-Large applicants. This position also conducts initial and final audits for graduate students in two colleges, approves and performs course substitutions and course directs. This position also audits and posts all applications for receipt of certificate of graduate studies.

Duties and Responsibilities (generally):

Work and duties are determined by established procedures and the period of time in the admission and graduation cycles. Professionalism, accuracy and timeliness are of primary importance. Lack of professionalism damages the institution’s image. Lack of accuracy could result in serious errors in student academic records. Failure to perform work in a timely fashion could cost the university qualified applicants for admission or successful graduate students.

Minimum Required Qualifications for this position:

1. High school graduation or equivalent

2. Any one or any combination of the following types of preparation:
(A) college or university course work
(B) responsible records management work experience
(C ) work experience at the Admissions/Records Specialist I level
that totals 1.0 unit according to the following conversion rates:
~120 semester hours of “A”, of which 24 semester hours are in the Business, Communication, Education or Social Science fields = 1.0 unit
~36 months of “B”, including one year of supervisory experience involving the hiring, training and evaluation of staff = 1.0 unit
~36 months of “C” = 1.0 unit

Amounts of experience or training less than those listed above should be converted to decimal equivalents of 1.0 unit and added together when computing combinations of the different types of preparation.

List the knowledge, skills, and abilities critical to the performance of this position.:

1. Ability to supervise
2. Knowledge and ability to use computers and other emerging technologies and to train other staff members in their use
3. Ability to develop an extensive knowledge of office policies and the record keeping functions of a large admission or registration and records department
4. Good command of English language, both oral and written
5. Ability to keyboard accurately at a rate of 20 net w.p.m.
6. Ability to deal in a professional manner with the public
7. Ability to solve complex problems
8. Ability to select, train, evaluate and provide daily leadership of staff members

Working Hours:

M-F, 8:00 am - 4:30 pm

Minimum Pay Rate (Hourly or Monthly):

$13.50 per hour

Hiring Rate Information:

Actual hiring rate is commensurate with experience, education, and internal equity; position includes a robust benefits package to eligible applicants.

Posting Date:


Closing Date:


Special Instructions to Applicants:

  • Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine combined length of experience.
  • If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts.
  • After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this particular position.
  • Please monitor your e-mail for further information regarding your application. Emails will be generated from [email protected] and [email protected]. Please add these emails to your address book to ensure timely delivery of any future communication.
  • We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on search updates, department referrals and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.
  • ALL QUALIFIED CANDIDATES WILL BE SCHEDULED TO COME TO THE NIU DEKALB CAMPUS TO TAKE A STATE UNIVERSITIES CIVIL SERVICE EXAMINATION. At the time of testing, you will be required to present a photo ID. NOTE: If you have previously tested for this classification and wish to rewrite the exam to improve your score and register position, please contact the Civil Service Testing Office by the posting deadline.
  • Required documentation noted in the posting such as driver’s license, licensures, or certifications MUST be presented at the time of examination.
  • If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive the maximum eligible points on the Civil Service examination.
  • After testing of all qualified applicants has been completed for this position, the names with the top three scores will be referred to the hiring department for interview.
  • Click on Admissions/Records Specialist II for more information including typical duties, minimum acceptable qualifications, and testing requirements.
  • Please click Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
  • Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Link to Department Homepage:

Graduate School

EEO Statement:

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
[email protected]

Is Background Check Required:


Visa Policy:

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation:

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form. For further assistance, please contact the office of Affirmative Action, Equal Opportunity and Education (AAEOE) at [email protected].

Clery Act Information:

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

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Job No:
Posted: 4/9/2021
Application Due: 4/15/2021
Work Type: Full Time