Academic Records Officer (145144)

Job description


Academic Records Officer
College of Fine and Applied Arts
University of Illinois at Urbana-Champaign

The College of Fine and Applied Arts at the University of Illinois at Urbana-Champaign seeks an Academic Records Officer to serve as the undergraduate admissions and records specialist for the unit. This position also certifies the completion of graduation requirements and serves as a primary college contact person for questions relating to admission, records, and undergraduate university/college policy and procedures.

The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status. For more information, visit

This is a full-time, benefits-eligible Civil Service position.

Major Duties and Responsibilities:

Admissions and Records Management

  • Become proficient regarding the College of Fine and Applied Arts academic structure, degree requirements, and support-related resources.
  • Assume COAR responsibilities in BANNER (i.e. register undergraduate students, update program codes, manage registration holds, update degree lists, addconcentrations and minors).
  • Maintain encoding and process exceptions in U.Achieve/DARS.
  • Oversee the submission process of all academic forms for undergraduates in the college? (i.e Student Petition, Withdrawal, Late Course Change, Credit/Noncredit, GradeReplacement, and Curriculum Change).
  • Provide student and program data, reports, and assessment/analysis for internal and external uses appropriate. Utilizes programs such as UgradRecs, BANNER, WebI, andEddie to generate reports.
  • Support the intercollege transfer (ICT) admission process for incoming students.
  • Verify NCAA eligibility requirements for all student athletes enrolled in the college.
  • Assist with undergraduate Academic Standing processes each semester and provide updates in Banner.
  • Monitor requirements for all students enrolled in a teacher licensure program and provide reports to the Certification Office of the Council on Teacher Education (COTE).
  • Verify students’ eligibility for various honors such as James Scholar, Dean’s List, and Bronze Tablet.
  • Verify the accuracy of the college’s degree list for the three-conferral periods, assign honors, and certify that candidates have met all requirements.

Unit/Student Support

  • Maintain positive relationship with students, faculty, and offices of regular contact.
  • Provide information regarding unit policies, regulations, procedures, and guidelines.
  • Engage in discussions with students on progress towards degree issues and provide guidance to students regarding options.
  • Assist with the evaluation of transfer credit from community college and universities.
  • Work with Associate Dean, departmental advisors, and Associate Heads of departments on areas related to curriculum.


  • Prepare correspondence concerning all decisions made by college office.
  • Serve as the Senior Assistant Dean's designate to approve student under loads and overload registrations and to conduct exit interviews and process paperwork for studentswho are withdrawing from the University.
  • Assist in periodic review of a variety of publications such as transfer handbooks, University brochures, College proposals, reports and course lists.
  • Responsible for attending meetings and trainings sessions relative to College and campus applications.
  • Train support personnel as the job relates to undergraduate admission and records.Provide coverage for front desk when needed.
  • Perform other duties as assigned.

Minimum Qualifications:

1. High school graduation or equivalent.

2. Any combination totaling five 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 year90 semester hours equals two years120 semester hours or a Bachelor's degree equals three years

Knowledge, Skills, and Abilities:

  • The ARO serves as a primary source of information regarding college admission and degree requirements. Daily contact by telephone, correspondence, and individual appointments with numerous faculty, students, other campus offices, and the general public.
  • Strong verbal and written communication skills, this includes the ability tointeract with a diverse body of staff, students, faculty, parents, and the public in a professional and positive manner.
  • Ability to exhibit strong information management and technology skills.
  • Ability to act independently in most situations requiring interpretation and application of policies.
  • Ability to show initiative and attention to detail.
  • Knowledge of administrative functions/operations of major units of the University of Illinois including the Office of Undergraduate Admissions, Office of the Registrar, and other colleges on campus.
  • Knowledge of degree requirements for College's seven undergraduate programs
  • Thorough knowledge of institutional and College admissions policies in terms of application procedures and evaluation factors utilized in admission decisions.
  • Knowledge of UGrad Recs, BANNER, U.Achieve/DARS,and other student records databases in a college level academic student affairs office.
  • Knowledge of Microsoft Excel, WebI, Eddie, and/or other related databases used to create reports for student data.

Salary: Salary is commensurate with qualifications and experience.

Appointment Status: This is a full-time (100%), benefits-eligible civil service position in the Admissions and Records Officer classification; appointed on a 12-month basis, reporting to the Senior Assistant Dean for Undergraduate Academic Affairs. The position is available as soon as possible after the closing date.

Application Procedures:

Applications must be received by 05/10/2021. Apply for this position using the “Apply for Position” button below. If you have not applied before, you must create your candidate profile at If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.
Step 2) Submit the Voluntary Self-Identification of Disability forms.
Step 3) Upload your cover letter, resume (months and years of employment must be included), academic credentials for all degrees attained including bachelor’s degree (unofficial transcripts or diploma may be acceptable) and names/contact information for three references.

In order to be considered as a transfer candidate, you must apply for this position using the “Apply for Position” button below. Applications not submitted through this website will not be considered. For further information about this specific position, contact [email protected]. For questions about the application process, please contact IHR at 217-333-2137. All requested information must be submitted for your application to be considered.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment. Other pre-employment assessments may be required, depending on the classification of Civil Service employment.

As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.

College Name or Administrative Unit:College of Fine and Applied Arts Category:5-Education and Student Services Title:Academic Records Officer (145144) Open Date:04/23/2021 Close Date:05/10/2021 Organization Name:Fine and Applied Arts Admin




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Job No:
Posted: 4/25/2021
Application Due: 5/10/2021
Work Type: Full Time