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Admissions and Records Officer

Western Illinois University
Illinois, United States
Salary Not specified
Closing date
Aug 5, 2021

View more

Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Part Time
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Job Details

Admissions and Records Officer

  • Work Department: Admissions
  • Class Title/Code: Admissions and Records Officer (2756)
  • Effective Date: Jul 20, 2021
  • Responsibilities:
    This position supervises the document imaging system. This position also processes and evaluates
    application materials to determine admission to the University and maintains prospective student
    • Review freshman and transfer application files for completion; apply admission criteria and
      determine admissibility (calculate GPA, hours earned, test scores); update status using
      appropriate MVS screens and perform file maintenance in Laserfiche; generate letters (missing
      information, admission, denial) for preparation by Admissions Clearinghouse; finalize accepted
      student files with final transcript academic information-GPA, test scores, hours earned.
    • Apply University codes corresponding to major, high schools and colleges, and application type
      and fee, and load admission applications into MVS; create new student records and update or
      merge existing records.
    • Process enrollment cancellations and changes of term for applied and admitted students;
      update appropriate MVS screens; generate confirmation letters.
    • Correspond with prospective students via phone and email to clarify missing or inaccurate
      information and to respond to inquiries regarding admission standards and procedures.
    • Review reports of pending application files and perform appropriate processing actions.
    • Supervises the process of the imaging system functions for the Admissions office: solves
      problems (misreads, misfiling, data entry errors, missing documents, merges), provides training
      and assistance on use of software (document retrieval and routing); and serves as liaison to
      AIMS regarding complex mechanical, operational, and data management issues.
    • Scans and indexes documents into the document imaging system
  • Required Qualifications:
  • High school diploma or equivalent.
  • Any one or combination totaling three (3) years (36 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)
    • 60 semester hours or an Associate's Degree equals eighteen months (18 months)
    • 90 semester hours equals two (2) years (24 months)
    • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
  • work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.
  • Starting Salary: $16.40
  • Application Deadline: Aug 3, 2021
  • Additional Information:
    New minimum qualifications as of 07/15/2021.

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

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


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

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