Admissions and Records Assistant

Admissions and Records Assistant

• Work Department: Office of the Registrar
• Class Title/Code: Admissions/Records Assistant (2754)
• Effective Date: Jul 19, 2021
• Responsibilities:
  The major function of this position is to coordinate and supervise all aspects of the processing and transmittal of official WIU academic transcripts. This position also serves as back up for the Clearinghouse.
  
  • Coordinate processing of transcript requests received through the mail, fax, walk-in, electronically or through a third-party vendor.
  • Coordinate processing of off-line transcripts through document imaging system. For security reasons, we must remove personal identifiable information (i.e. social security number, birth year, male/female designation, previous names, etc.) before copying and transmitting the academic transcript.
  • Coordinate clearance or non-clearance of financial or administrative holds with the Billing and Receivables Office. If the hold cannot be cleared, must notify the customer that the transcript cannot be released and provide instructions on the procedure to be followed to clear the hold.
  • Coordinate processing of legal name changes on academic transcripts and the student record system, also known as the student master file. Must determine if the two forms of documentation of the name change are sufficient to change the name on all files. Communicate with the customer if additional documentation is needed.
  • Coordinate release of transcripts to the Study Abroad Office, Military Science, Human Resources, and Provost Office.
  • Provide accurate information with regard to inquiries from students, alumni, parents, staff, external agencies regarding transcripts, academic information, procedures, policies, PIN resets, and other miscellaneous information.
  • Provide back-up for degree verification, enrollment history, name changes, course descriptions, etc.
  • Use scanning software to scan off-line records into imaging and, when applicable, coordinate with other staff members to have an off-line record built into the on-line system for transcript request purposes.
  • Coordinate with third party vendor transcript requests that must be overnighted via FedEx.
  • Provide input on changes needed to the on-line transcript request screen. Provide input on changes of information required on the transmittal form on the security transcript paper.
  • Maintain inventory of supplies required for the transcript department. Coordinate ordering of transcript paper, envelopes, stamps, with departmental secretary.
  • Other duties as assigned.
• Required Qualifications:
  1. High school diploma or equivalent.
  2. Any one or combination totaling one (1) year (12 months) from the categories below:
  • 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)
  • work experience which could include administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.
• Starting Salary: $12.966
• Application Deadline: Aug 2, 2021

Employment - Information & Instructions
Complete an Employment Application online. Submit supplemental application materials, which may include transcripts, licenses, certifications, resume, and a copy of the DD214 (if applicable), via email to HR-Testing@wiu.edu.

All application materials are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline.

Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

For questions regarding the application process, please contact:

Human Resources Office
Sherman Hall 105
1 University Circle
Macomb, IL 61455

Phone: (309) 298-1971 ext. 1
Fax: (309) 298-2300

Email: HR-Testing@wiu.edu

Open: Monday - Friday; 8:00 a.m. - 4:30 p.m.




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