Admissions and Records Representative

Primary Function

The primary functions of this position are to evaluate graduate student records, and to process graduate student records for graduation. Must be able to work in MyNIU and OnBase as required. This position includes supervision of student help assigned to the enrolled student team. The position works with all graduate student records.
Duties and Responsibilities (generally)

Work and duties are determined by established procedures and the period of time in the academic year. 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 delay student’s graduation or create other problems for students or departments.
Minimum Required Qualifications for this position

1. High school diploma or equivalent.
   
   

2. Any one or combination totaling two (2) years (24 months) from the categories below:

• A. 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)
• B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

1. Bachelor’s degree preferred.

2. College records management experience; familiarity with PeopleSoft.

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

Working Hours
M-F; 8am-4:30pm
Minimum Pay Rate (Hourly or Monthly)
$13.57 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
07/16/2021
Closing Date
08/02/2021
Priority Review 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 jobs@niu.edu and CivilServiceTesting@niu.edu . 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.
• The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register. After the application deadline, the names within the top three scores will be referred to the hiring department for interview.
• Once this position has been filled, all names will be removed from the employment register in accordance with State Universities Civil Service System rule 250.60(h)(10) .
• 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.
• Click on Admissions 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
Graduate School
Physical Demands

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
TitleIXCoordinator@niu.edu
815-753-5560
Is Background Check Required
Yes
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 ada@niu.edu .

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 www.safety.niu.edu/clery 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 www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link
https://employment.niu.edu/postings/57942
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Select the answer that best describes your work experience exhibiting effective communication skills such as: interacting with individuals; providing information; directing individuals to the appropriate personnel and/or resources.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
2. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
3. * Select the answer that best describes your work experience demonstrating effective customer service skills such as: assisting individuals or providing technical support; collaborating with individuals to collect information; interpreting information.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
4. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
5. * Select the answer that best describes your work experience navigating electronic record systems or databases such as: entering, verifying, updating, and compiling data; accessing, updating, analyzing and/or interpreting records; generating reports; troubleshooting issues.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
6. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
7. * Select the answer that best describes your work experience adhering to policies, procedures, and/or requirements such as: maintaining current knowledge of; interpreting; applying knowledge to make independent decisions and/or perform activities.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
8. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
9. * Select the answer that best describes your work experience performing operational support tasks such as: conducting data evaluations according to established standards; interpreting data evaluations; investigating issues with records; drafting reports.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function described was performed under guidance.
   • My work experience relevant to the job function described was performed independently.
10. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
    
    (Open Ended Question)
    
    
11. * Please mark which degree you have in any discipline.
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree or higher
    • No degree
12. Have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veteran's Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
    • Yes
    • No
    • Not Applicable

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae

Optional Documents

1. Transcripts (unofficial with official required at hire)
2. Transcripts #2 (unofficial with official required at hire)
3. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)