Admissions and Records Representative

Position Details

Position Information



Position Type Civil Service Classification Title Admissions and Records Representative Position's Functional Title Admissions and Records Representative Position Start Date Position End Date (if temporary) Position Summary
Governors State University is seeking to hire an Admissions and Record Representative for the Registrar office to serve as the primary back-up for the front office and provide administrative support by updating student records (change of major, name and address, etc.) and assisting with special student registrations.

Essential Responsibilities:

40% Responsible for data entry of records, including demographic changes to student records (e.g. SSN # changes, name/address changes, supplemental transcripts, Illinois residency petitions, and change of program).

20% Serves as the primary back-up to the front desk: receiving visitors, answering phone calls, managing the regular office email, and oversee front desk coverage.

20% The individual will be responsible for processing late registrations, and notifying students and faculty of information needed to complete the registration process. Research registration problems and performs data entry functions, which may include changing student records and manual registration changes. Assist with the class roster verification process; includes notifying Deans, Division Chairs, and Faculty each semester concerning the process. Review class lists submitted by faculty with student attendance discrepancies and determine appropriate action which may include registering students and sending correspondence to students and instructors.

10% Serve as office liaison for the Registrar’s Office website which includes reviewing web content and maintaining information.

10% Other responsibilities as assigned (Assist with Graduation and Commencement).

Hourly Wages: $13.27 (This is an unionized position.)

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: https://www.govst.edu/benefits/.

Minimum Qualifications
REQUIRED : DOCUMENTATION CONFIRMING HIGH SCHOOL COMPLETION OR EQUIVALENT MUST BE ATTACHED FOR CONSIDERATION OF THIS POSITION, COLLEGE / UNIVERSITY TRANSCRIPTS MAY BE SUBSTITUTED (See “Special instructions to applicants” section below).

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.

For details regarding this classification, visit: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=3842. Preferred Qualifications
• Bachelor’s degree
• Work experience in higher education
• Experience in high volume phone calls and walk-in customer service
• Knowledge of Family Educational Rights and Privacy Act ( FERPA ) as it relates to the release of records
• Understanding of organization-related issues; computer proficiency in Windows environment appropriate to position; excellent time management, organizational, and communication skills; ability to complete multiple tasks and high volume of work; mature, professional attitude and appearance; openness to continuing learning and upgrading of skills.

Posting Date 06/27/2022 Closing Date 07/10/2022 Open Until Filled No Posting Number CS0686P Type of Search External Quicklink for Posting https://employment.govst.edu/postings/7303 Employee ID Department Special Instructions to Applicants
DOCUMENTATION REQUIREMENT :
For consideration, applicants are required to attach the following:
1: High School Diploma/ GED (you may attach your college/university transcripts as a substitute to your high school diploma/ GED ). Also, if you would like to have coursework considered to meet minimum qualifications, you must attach your college/university transcripts).
2: Online Application – Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details), supervisor name/position, end date, etc.
3: Cover Letter.
4: Resume.
5: A list of three Professional References.

RESIDENCY REQUIREMENT :
Illinois residency required within 180 days of the hire date.

CREDENTIAL ASSESSMENT EXAM DETAILS :
This vacancy involves a Credential Assessment Examination which consist of a review and rating of the applicants Education, Experience, Licenses, and other qualifications. Applicants are required to provide electronic documentation as listed above to verify that the minimum qualifications for this position has been met.

VETERAN’S PREFERENCE POINTS :
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources:
1: Department of Defense – DD214/DD215
2: National Guard – NGB22 Form
3: Discharge Orders
4: Reserves – DD256 Discharge Certificate

Note: Must be received by the closing date of this posting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Do you have a High School Diploma or GED?
   • Yes
   • No
2. Have you attached a copy of your high school diploma/GED or transcripts to confirm that you have a high school diploma/GED? (You may substitute with college/university transcripts.)
   • Yes
   • No
3. Do you have a Bachelor's degree?
   • Yes
   • No
4. Have you attach a copy of your college/university transcripts that states your degree awarded with the conferred date?
   • Yes
   • No
5. Have you completed the entire application including beginning and end dates of employment, full time/part time status, and percentages?
   • Yes
   • No

Required Documents
Required Documents

1. Resume
2. Cover Letter
3. List of Three Professional References
4. College/University Transcripts
5. High School Diploma or GED

Optional Documents

1. Veteran’s/Military Preference Points Documentation
2. Other
3. Other2
4. Other3