Admissions and Records Representative


Graduate Admissions And Records       

In this role you will

Under the direction of the Associate Registrar performs a wide variety of detailed tasks which require the use of judgment and initiative. along with the ability to maintain privacy and confidentiality in relation to the Family Educational Rights and Privacy Act (FERPA) and other applicable state and federal laws. Must have an in-depth knowledge of Graduate Records, Registrar's Office, and Enrollment Services, along with a good understanding of the entire University. This knowledge is utilized on a daily basis when communicating via email, telephone in person, and text messaging with students (prospective current and former) and faculty and staff. Must be customer-sonic focused. detail-oriented and comfortable with technology including proficiency in Microsoft Office (e.g., Word and Excel) and Adobe Acrobat Pro.   

To be successful in this role, qualified applicants will have


  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.


  • Processes graduate and undergraduate graduation applications from submission to final approval. Verifies materials submitted by students for completeness and accuracy: Enters information into Banner. Contacts and follows up with students and departments regarding outstanding requirements, coordinating compliance with University requirements and policy exceptions. Prepares reports using Banner and Cognos. Processes commencement fee holds. Maintains and routinely updates degree requirement documentation for all graduate programs and reviews website and catalog for consistency. Assists with proofreading the commencement program. Creates diploma order and distributes diplomas. Creates and maintains approximately 80 student and departmental forms in advanced Adobe software for Registrar Services for web posting, including Academic Course Record forms for College of Graduate Studies and Research (CGSR) departmental use. Serves as functional back-up for all Registrar's Office web pages.
  • Processes program changes, transfer and waiver of credit for is for graduate students. Verifies materials submitted by students for completeness and accuracy Notifies students and advisors departments of decisions and updates Banner accordingly. Tracks master's students who are either provisionally admitted or who have admissions conditions. Notifies advisors and students of conditions not met. Places holds on student records. Tracks leave of absence and notifies students and advisor; processes LOA in Banner. Tracks students placed on GAP plan on spreadsheet and communicates results to CGSR Notifies super is or of decisions reached by CGSR Dean due to student non-compliance with GAP plan. Coordinates filming and images admitted and enrolled graduate student files; works with Graduate Admissions to verify accuracy and completeness of files. Serves as department liaison and represents department in CGRS meetings, communicates to supervisor impending changes or revision to policy and procedure in the CGRS that affects Graduate Records.
  • Prepares metric reports (monthly. semester, trend). Participates in the fall and spring commencement ceremonies. Maintains Graduate Records policy and procedure documentation. Works Enrollment Services front counter including the possibly of occasional late nights.
  • Performs other duties or attends other events as assigned, including assisting other Enrollment Services areas as needed 

 (This position requires a background check.)




Monday – Friday, 8:30 a.m. – 4:30 p.m. (Hours may vary depending on departmental needs)

To apply

In order to be considered for employment by Northeastern Illinois University (NEIU), you must submit the following:

If you have any questions, please email us at CS-Employment@neiu.edu.

Please visit the State of Illinois University Civil Service website for general information. NEIU Employment Services reserves the right not to consider any application on the basis of incomplete information/documents, delay in submission, and disqualifications under the rules of State Universities Civil Service System. Employment Services, however, assures that your application will be duly reviewed on the basis of the classification(s) in which you qualify and, accordingly, will inform you of their decision.

Application Deadline

A current application, affirmative action form, statement of annuitant status form, official transcript(s), resume and cover letter must be submitted by the close of business September 22, 2022.

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 positions are contingent upon the University's receipt of its State of Illinois appropriation.