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Job Summary:

The Admissions and Records Coordinator (Graduate Admissions Operations Coordinator) is responsible for day-to-day supervision of graduate admission operations, including staff, document processing, application processing, application readiness, admission decisions, admissions operations communication plans, record maintenance, data integrity and error resolution/clean-up. Responsible for proficiency in all Slate operations, forms, queries, workflow bins, reports and processes as they pertain to graduate admission application, decision, and correspondence processing, and for utilization of queries used to monitor daily operations.

This position supervises graduate admissions operations staff, including hiring, training, daily work assignment, leave approval, and coverage planning; acts as liaison to deans, chairs, and program advisors to coordinate advisor assignment, admission decisions, and updates to academic program requirements; and verifies data integrity across Slate (CRM) and Banner (SIS).

Job Description:

Supervision/Oversight/Planning:

• Supervise the day-to-day operation of the graduate admissions operations unit.
• Each morning, check and determine the status of application processing, document processing, and admission decision processing in Slate. The goal is that each of these areas do not fall behind a 12-24 hour turnaround.
• Address any processing concerns or delays with the team and discuss plan of action to get back on track or remain on track.
• Assign, balance, and review the daily workload of operations staff.
• Approve employee leave requests and ensure that all positions, workflows, and processing responsibilities remain covered in the absence of team members.
• Ensure adequate coverage of processing operations throughout the business day, including during lunch periods and evenings.
• Hire and train new graduate admissions operations staff, and cross-train staff so that critical processing functions are not dependent on a single person.
• Plan staffing and processing capacity for peak cycle periods, ensuring adequate coverage and throughput as application deadlines approach.
• Maintain and contribute to written procedures for graduate admissions operations processes, and identify and communicate process changes to the Director of All Admissions Operations so that documentation remains current.
• Handle issues, troubleshoot, problem solve.
• Coordinate with the Director of Recruitment, with whom this unit shares office space, on shared staffing, space, and process needs.

Daily Operations Monitoring and Query Management: 

• Build, maintain, and run the saved Slate queries used to monitor daily operations. Use these queries to confirm that all completed applications have been released to program review bins; if not, release them immediately.
• Confirm that all applications with all supplements received are marked complete; if not, mark them complete and release them for program review.
• Monitor time in workflow bin, queue volume, and individual reviewer decision queues to ensure the team is processing applications in a timely manner and that workload is distributed appropriately.
• Continuously monitor applications that are out for department review, tracking time in the department reader bin and outstanding decisions by program.
• Coordinate with program readers to move applications to a decision, and follow up with readers and departments that do not return decisions in a timely manner, escalating when delays persist.
• Identify applications released to program but with no decision returned after 15 days; contact departments and request decisions.
• Generate semesterly contingent admission reports; work with graduation evaluation team to confirm graduation; cancel admission for non-graduates and communicate with applicants.
  
  

Application, Document, and Decision Processing:

• Serve as the pre-review reader: review each completed application in the pre-review workflow bin to confirm the file is complete and that nothing has been missed or overlooked, then release it to the department reader review bin.
• Enter paper applications, when received, into the Slate application form.
• Scan paper documents received by the office into Slate for file completion and storage.
• Oversee the intake and matching of electronic transcripts, test scores, and credential evaluations for international applicants, ensuring materials are correctly attached to applicant records and reflected on application checklists.
• Review submitted credentials for authenticity and escalate suspected fraudulent or altered documents to the Director of All Admissions Operations. Process admission correspondence for all applicants admitted previous day (or previous Friday) by running the decision release query and executing the Slate decision release function; all admission letters are delivered electronically.
• Process newly received evaluation/decision responses via Slate decision assignment and decision release processes.
• Review and process application fee waivers and payment exceptions and reconcile as required.
• Conduct tuition assessment review for undocumented and school-pathway applicants and support residency classification determinations.
  
  

Data Integrity, Verification, and Confidentiality:

• Review and correct all data and integrity errors in Slate (CRM) and Banner (SIS), including records whose workflow bin does not match application status.
• Verify that application, document, decision, and program data are accurate and consistent between Slate and Banner, and resolve discrepancies.
• Perform and maintain routine data cleanup, including transcript checklist cleanup and school/organization variation cleanup.
• Identify duplicate applicant records and resolve them so that documents, applications, and decisions are consolidated on the correct record.
• Complete required FERPA training and adhere to FERPA and institutional data confidentiality requirements in the handling of all applicant and student records.
• Escalate system configuration issues and unresolved integration errors to the Director of All Admissions Operations.
  
  

Deadlines, Program Coordination, and Communication:

• Ensure application deadlines and extensions are adhered to.
• As deadlines approach, make sure all complete applications are released to program review bins by the deadline or within 1-2 days after deadline.
• Do not continue to release applications to programs after deadline unless you have conversation with the program and everyone agrees to process the application within 1-2 days.
• Coordinate admission exceptions with academic programs.
• Conduct semesterly check-ins with graduate programs to determine whether admission requirements have been updated, and ensure approved changes are reflected in processing practice and applicant-facing materials.
• Work with marketing to update graduate admissions web content so that published requirements, deadlines, and instructions remain accurate.
• Coordinate with Graduation Evaluations regarding contingently admitted students by providing list of contingently admitted students to determine if students have met graduation requirements prior to start of semester, and if not, follow cancelation of admission process.
• Manage the departmental email account, delegating daily monitoring and response to operations staff and ensuring inquiries are answered accurately and in a timely manner.
• Act as liaison to deans, chairs, and program advisors to coordinate advisor assignment, admission decisions, and updates to academic program requirements. Coordinate with International Programs on applicant questions and referrals, including applicants seeking the transcript credit evaluations performed by that office.
  
  

Records Retention, Office Support, and Related Duties:

• Close incomplete applications after deadlines have been reached and move them to the designated inactive workflow bin in Slate.
• At census, confirm that records for enrolled students, and for applicants who were admitted but did not enroll, are moved to their designated Slate workflow bins.
• Monitor retained paper transcripts and pre-Slate records held in physical storage and purge them in accordance with the applicable retention schedule.
• Check supplies, forms, and office materials and order/restock as needed, ensuring the office does not run out and ordering while stock remains available.
• Performs related duties as assigned.

Minimal Qualifications:

1. High school diploma or equivalent.

2. Any one or combination totaling four (4) years (48 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)a Master’s degree equals four (4) years (48 months)
B. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

3. One (1) year (12 months) of supervisory or administrative experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.


Schedule: Monday through Friday, 8:30 a.m. to 4:30 p.m. (Hours may vary depending on departmental needs. Occasional evening support may be required for Open House events, as needed.)

Location: NEIU Main Campus (5500 North St. Louis Avenue, Chicago, IL 60625)

Setting: In-office, not eligible for remote work.

This position requires a background check.

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Salary Range

$25.00/hour

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Benefits

University employees may be eligible for a variety of State of Illinois benefits. These benefits are administered through the Illinois Department of Central Management Service (CMS). Please visit our Employee Benefits page to learn more about our comprehensive benefits package including health, dental, and vision benefits, sick and vacation days, and participation in the State Universities Retirement System.

Northeastern Illinois University is an Equal Opportunity/Affirmative Action employer and invites applications from Women, Minorities, Veterans and Persons with Disabilities, as well as other qualified individuals. Northeastern Illinois University's positions are contingent upon the University's receipt of its State of Illinois appropriation.