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Admissions & Records Officer (1261)

Employer
Northern Illinois University
Location
Illinois, United States
Salary
Salary Not Specified
Date posted
Feb 22, 2024
Position Summary

The basic function of this position is to supervise Undergraduate Admissions Call Center staff and provide quality information service to all individuals contacting the Office of Admissions via phone call regarding admission standards, deadlines and procedures, and general questions about Northern Illinois University, while connecting students to appropriate offices on campus. Additionally, this position will develop and manage special projects or programs during certain times of the year.

Essential Duties and Responsibilities
  • Responsible for answering inbound calls from prospective students, families, alumni, and school officials, while providing a positive image of the University.
  • Carefully determines any additional and/or important actions needed to serve each caller.
  • Maintains working knowledge of the Office of Admissions recruitment events, protocols, and activities, in addition to NIU departments and functions, which is used to identify appropriate NIU departments and staff who should be connected with each caller for follow-up when appropriate.
  • Provides the highest level of customer service through daily phone conversations and face-to-face contact during special events.
  • Provides general assistance on a variety of Call Center projects as needed such as outbound calling campaigns and typing call scripts.
  • All staff members share in training functions for new staff members. This also may require training students or extra help employees
  • Act as liaison to other departments, serve as specialist for admissions activities, participate in developing and implementing operational policies and initiatives, and assists in monitoring and distributing information regarding change in policies or procedures.
  • Utilize computer software to discern questions and actions each student needs, review and update student records, and register students and families for campus visit events and activities. These systems currently include: PeopleSoft, Mainstay, and Slate.
  • Conduct data analysis and prepare reports for all calling campaigns.
  • Propose telecounsling campaigns as necessary.
  • Assist with the organizing the preparation and distribution of mailings to prospective students, admitted students and the general student population.
  • Supervise, perform and assist with other duties and responsibilities as assigned by the Admissions Administrative staff, such as data entry.
Minimum Required Qualifications (Civil Service)

  1. High school diploma or equivalent.
  2. Any one or combination totaling three (3) years (36 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)
      • 120 semester hours or a Bachelor’s degree equals three (3) years (36 months)
    • B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.


Knowledge, Skills, and Abilities (KSAs) (Civil Service)

  1. Knowledge of principles and processes for providing customer service.
  2. Knowledge of basic math, algebra, statistics, and their applications, as needed.
  3. knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  4. Knowledge of electronic equipment, computer hardware and software, and their applications.
  5. Ability to identify measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
  6. Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  7. Ability to exhibit strong organizational skills and maintain detailed, accurate records.
  8. Ability to communicate effectively for the needs of the audience.
  9. Ability to interpret work related documents, policies, and procedures.
  10. Ability to process and handle confidential information with discretion.


Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

  1. 36 months of work experience performing clerical/secretarial work comparable to the lower levels of this series.
  2. Any one of the following types of preparation that totals 1.0 unit according to the following conversion rate:
    • 24 months of “A” = 1 unit. 24 semester hours of “B” = 1 unit. 12 months of “C” = 1 unit. 60 semester hours of “D” = 1 unit. Amounts of education, experience, or training less than those listed above should be converted to decimal equivalents of 1.0 unit and added together when computing combinations of different preparation types.
      • ( A ) Work experience performing clerical/secretarial work, including use of computer systems.
      • ( B ) College or university coursework in Office Occupations, Business Administration, Business Education, or closely related fields.
      • ( C ) Vocational training which provided a knowledge of generally accepted clerical procedures comparable to that gained in above.
      • ( D ) College or university coursework in any curriculum.
  3. Bilingual (Spanish preferred).
  4. Experience with RingCentral, Microsoft Teams, Technolutions Slate, and Mainstay is preferred.
  5. Experience with Northern Illinois University academic programs.
  6. Experience with NIU Undergraduate Admissions policies and procedures.
  7. Experience with admissions and recruitment cycles.


Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

Sitting for long periods of time.
Taking phone calls and working on a computer.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

4/1/2024

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

8:00am - 4:30pm Monday-Friday, one-hour lunch, Evenings & Weekends as required

Salary

$42,900/annually

Hourly or Semi-monthly Pay Rate/Range

$1,787.50/semi-monthly

Earn Type

Salary

Application Procedure

Application Procedure

Application Procedure

Required Procedures:

  1. 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. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
    • If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
  2. 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 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.
  3. 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.
  4. Illinois residency required within 180 days of the hire date.


Credentials Assessment Examination:
  • The examination for this position 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.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
  • Required documentation noted in the posting, such as a driver’s license, licensures, or certifications MUST be uploaded with your application materials.
  • 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 Details:

  • Click on Admissions and Records Officer for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
    • Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum requirements.
  • Please click on 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.
Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/76531

Is Background Check Required?

Yes

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
TitleIXCoordinator@niu.edu
815-753-5560

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 ada@niu.edu .

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. Resume/Curriculum Vitae
  2. Cover Letter
  3. List of References
Optional Documents
  1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
  2. Transcripts (unofficial with official required at hire)
  3. Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have demonstrated experience exhibiting effective communication skills such as: serving as a liaison and technical resource; drafting and distributing correspondences; relaying 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.
  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. * Do you have demonstrated 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. * Do you have demonstrated experience navigating electronic record systems or databases such as: accessing, updating, analyzing, and/or interpreting records; monitoring and managing data; generating and analyzing 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. * Do you have demonstrated experience assisting with personnel tasks such as: assisting with training, developing, and/or supervising staff; interpreting work policies?
    • 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. * Do you have demonstrated experience adhering to policies, procedures, and/or requirements such as: interpreting and/or advising on; assisting in the distribution of information; participating in the development and implementation of?
    • 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. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  12. * Have you attached all transcripts to support the degrees you are submitting for consideration?
    • Yes
    • No
  13. * Are you currently a citizen or resident of the State of Illinois?
    • Yes
    • No
  14. * 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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