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Online Admissions Specialist (Multiple Positions - Remote)

Northern Illinois University
Illinois, United States
Salary Not Specified
Posted Date
Jan 30, 2023
Position Summary

Responsible for supporting the success and online student experience of NIU’s online prospective and new student population. This position supports students from the point of initial inquiry with consistent communication about their prospective program, communicates important deadlines and procedures, guides students through the application process, facilitates confirming admission and student intent to enroll, and registers students in their first semester of courses. The Online Admissions Specialist is responsible for counseling prospective online students through the application and admissions process, ensuring that requests for information are responded to promptly and prospective online students are supported through the entire admissions process. These services include staying in constant contact with applicants and admitted students prior to the start of the program, evaluating program eligibility and the online offerings that will best meet the needs of the student, helping students navigate the application and admissions process, and providing encouragement and support. Additionally, they will hold virtual information sessions for prospective students each semester, conduct online student orientations, and assist online students with course registration.

Essential Duties and Responsibilities

Duties and Activities:
  • Provide information about online academic programs, eligibility criteria, degree requirements, and academic policies to current and prospective students, faculty, and staff.
  • Carry out multi-tiered communication plans to nurture prospective online students through the admissions funnel. Provide initial follow-up using multiple, timely communication approaches (ie: text, phone, email) to requests for information from prospective online students.
  • Work with prospective online students and begin to provide development advising and high-touch support for a diverse group of online students. Provide recommendations regarding appropriate courses, major, minors, and other online educational solutions.
  • Provide academic guidance and assistance to online students by planning course schedules to meet degree requirements. Review prospective online students’ academic schedules and provide appropriate advice on course choice. Develop action plan for prospective online students to complete degree requirements and explore career options.
  • Facilitate evaluation of non-articulated transfer courses to determine suitable matches for NIU online academic programs. Communicate any needed prerequisite coursework for online programs and assist students in identifying specific courses that meet the requirements.
  • Educate prospective online students about appropriate resources and opportunities. Hold virtual information sessions for prospective online students each semester and advise admitted online students during new online student orientation programs. Attend face-to-face recruiting events as needs dictate.
  • Identify current and potential needs and problem areas (e.g. study skills, tutoring, and counseling) and provide appropriate referrals. Refer online students to appropriate campus resources for assistance.
  • Maintain advising and student records utilizing admissions and advising-related technologies (e.g. Slate, Navigate, OnBase, PeopleSoft), and use of data.
Minimum Required Qualifications (Civil Service)

  1. Bachelor’s degree.
  2. Two (2) years of professional experience in higher education, student personnel, academic advising, admissions, online learning, or related experience to the hiring unit.

  1. Customer and Personal Service – Knowledge of principles and processes for providing quality educational guidance. This includes student needs assessment, meeting quality standards for services, and evaluation of student satisfaction.
  2. Administration and Management – Knowledge of business and management principles involved in the presentation and delivery of academic programs, strategic planning, resource allocation, leadership techniques, recruitment methods, and coordination of people and resources.
  3. Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  4. Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  5. Knowledge of educational, evaluation, and measurement principles, practices, methods, and techniques, university policies and procedures.
  6. Speaking – Talking to others to convey information effectively; ability to develop a rapport with students.
  7. Written Expression – The ability to communicate information and ideas in writing so others will understand.
  8. Ability to establish effective working relationships with students, faculty, and staff.

Specialty Factors (Civil Service)


Preferred Qualifications (Civil Service)

  1. Master’s degree or significant progress toward a master’s degree in communication, higher education, student affairs, online learning, or related field.
  2. Knowledge of NIU’s online academic degree-completion, graduate, and certificate programs.
  3. Experience with services to students, responsiveness, and meeting the needs of online, adult students.
  4. Excellent written and oral communication skills, planning and organizational abilities, problem solving skills and ability to work collaboratively and collegially.
  5. Ability to apply student development theory to functional advising concepts, practices and methods.
  6. Ability to work some evenings, weekends, and off-campus assignments based on critical online admissions advising cycles.

Minimum Required Qualifications (SPS)


Additional Requirements (SPS)


Preferred Qualifications (SPS)


Physical demands/requirements
  • Regular office related duties
  • Sitting for extended periods of time
  • Using computer/electronic equipment for extended periods of time
  • Occasional lifting and moving items weighing up to 25 lbs
Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date


Anticipated Appointment End Date

Percent of Staff Year


Standard Hours Per Week



$50,000.00-$52,000.00 annually

Hourly or Semi-monthly Pay Rate/Range

$2,083.33 - $2,166.66 semi-monthly

Earn Type


Application Procedure

Application Procedure

Application Procedure

Application Review Details:
  • Submit Resume/C.V., Cover Letter, and List of Three (3) References
  • 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. 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.
  • Please monitor your e-mail for further information regarding your application. Emails will be generated from and 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 that 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.
Exam Details:
  • The Civil Service examination for this classification is a Credentials Assessment, and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant’s/employee’s education, experience and special credentials/qualifications (licenses, etc.). In order to determine an appropriate rating for each examination, a review of a résumé, cover letter, university/agency official employment application, college transcript, copies of license/certification and any other relevant material may be required.
  • Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
  • 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.
  • After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.
Additional Position Details:
  • Click on Program/Student Advisor for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
  • Please click on Human Resource Services – Benefits for detailed information about Northern Illinois University’s benefits package.
  • Out-of-state candidates must establish Illinois residency within 180 calendar days after start date.
  • 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.
Special Instructions

Quick Link to Applicant

Is Background Check Required?


EEO Statement Summary

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

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 and Equal Opportunity ( AAEO ) at .

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Safety and Security Report. Contact the Ethics and Compliance Office at 815-753-1649 for a hard copy.

Read the Fire Safety Report . Contact the Department of Environmental Health and Safety at 815-753-0404 for a hard copy.
Applicant Documents
Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
  3. List of References
  4. Transcripts (unofficial with official required at hire)
Optional Documents
  1. Transcripts #2 (unofficial with official required at hire)
  2. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
  3. Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  2. * What is the highest level of education that you have earned?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctoral Degree
  3. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  4. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  5. * 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)

  6. * If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
    • Yes
    • No
    • Not Applicable

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