Admissions/Records Representative

Job description

Position Title:

Admissions/Records Represent

Position Number:


Working Position Title:

Admissions/Records Representative

Posting Type:

Civil Service






Registration & Records

Primary Function:

Employees at this level perform academic record preparation, analysis and maintenance for instructional support and student registration. They are a professional specialist with a thorough knowledge of academic policies and procedures who provide interpretation, and explanation of academic policies to students, faculty and staff. This position is responsible to maintain course curriculum and related fees. This position is responsible for creating, updating, editing and analyzing undergraduate, graduate and law records. A Thorough knowledge of academic record keeping procedures and policies is required as employees respond to all inquiries providing interpretation, explanation and verification of the record information, policies and procedures to students, faculty, staff and the general public. A thorough knowledge of the Family Educational Rights and Privacy Act is required.

This person acts as a specialist and performs operational tasks in the student system as it relates to course curriculum updates, class scheduling and troubleshooting issues. This position serves as a specialist in the use of the classroom management software, 25Live, used to create each semester’s class schedule. This person will provide customer service to our customer at the customer service desk. This person will process transcript requests along with perform troubleshooting for error resolutions.

It is imperative that the employee has a thorough knowledge of academic policies and procedures for all student populations. Knowledge of admission, evaluation and curricular polices is essential. The employee must also have familiarity of operational guidelines related to curricular policies, course fees, and university technology infrastructure as it relates to students and faculty (Z-IDs, Blackboard, and the student system).

Duties and Responsibilities (generally):

1.Edit, update and verify that records for currently enrolled students are accurate and up to date.
2.Must recognize and document problems identified with the item one above. Research for problem resolution is conducted and documented and procedures are updated to prevent recurrence.
3.Daily updates are applied to the academic records of all students upon notification from faculty, department chairperson and college deans. These may include but are not limited to major and minor entry, catalog changes, grade changes, university withdrawals, course withdrawals, current term schedule changes, reinstatements, comment posting, extensions of incompletes.
4.Act as a specialist in the use of our classroom management software, 25Live.
5.Monitor and resolve scheduling issues or conflicts by reviewing 25Live log files.
6.Maintain and update course related material fees in the student system.
7.Investigate, troubleshoot and resolve any issues related to scheduling, course material fees and registration.
8.Responsible for running diagnostic queries
9.This employee has expertise in the development, maintenance and interpretation of curricular policies as they relate to courses and sections.
10.The employee assists departments and colleges with the formation of each semester’s course offering.
11.Responsible for scheduling final examinations each Fall and Spring semesters.
12.Review curricular minutes and code the student information system catalog with course additions, deletions, code prerequisites/corequisites and rules. Contacts appropriate college or department office if curricular change cannot be coded into the student information system.
13.Update course catalog with course material fees and cost centers.
14.Must have knowledge of University technology infrastructure and as it relates to section data, students and faculty (Z-IDs, Blackboard, student system).
15.Responsible for running diagnostic queries

As records personnel, staff members of Registration and Records come in contact with a wide variety of confidential information about students. Student privacy is protected under federal law by the Family Educational Rights and Privacy Act of 1974. It is expected that the staff will comply with this law and that confidential materials will not be discussed or communicated to any one without a demonstrated need to know.

Minimum Required Qualifications for this position:

1. High school graduation or equivalent

2. Any combination totaling three (3) years from the following categories:
(a) work experience involving collegiate admissions, records analysis or records management
(b) college coursework in any discipline, as measured by the following conversion table or its proportional equivalent:
· 60 semester hours equals one year
· 90 semester hours equals two years
· 120 semester hours or a Bachelor’s degree equals three years

Education and Experience Preferred:

1.Bachelor’s degree in any discipline
2.Working experience in the PeopleSoft student information system
3.Basic knowledge of collegiate admissions, records analysis or records management
4.Good written communication skills
5.Detail oriented

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

1. Interpersonal skills
2. Basic knowledge of collegiate admissions, records analysis or records management
3. Oral and written communication skills
4. Reading comprehension skills
5. Written composition skills
6. Basic computer/data entry skills
7. Analytical and reasoning ability
8. Good written communication skills
9. Detail oriented
10. Mathematical computation ability

Working Hours:

M-F 8a-4:30p

Minimum Pay Rate (Hourly or Monthly):


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 Admission and Records Representative for more information including salary ranges, 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:

Registration and Records

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: 4/11/2021
Application Due: 6/1/2021
Work Type: Full Time