Admissions & Records Specialist Main Campus, Tom L. Wilson Blvd., Galesburg
Job in
Galesburg, Knox County, Illinois, 61402, USA
Listing for:
Sandburg
Full Time
position
Listed on 2026-01-25
Job specializations:
-
Education / Teaching
Education Administration
-
Administrative/Clerical
Education Administration
Salary/Wage Range or Industry Benchmark: 60000 - 80000 USD Yearly
USD
60000.00
80000.00
YEAR
Job Description & How to Apply Below
Position: Admissions & Records Specialist Main Campus, 2400 Tom L. Wilson Blvd., Galesburg
Overview
Supports major functions of the Admission & Records Office, including student records, reporting, and database management.
Job Code: MIDSAR
19410
Position Level: Mid-Management, Level III
Employment Type: Non-Exempt, Bargaining Unit
Reports to: Director of Advising / Registrar
Principal Working Relationships: Students, Student Success Advocates, Faculty, Student Development Team, Coordinator of Career Development
Primary Responsibilities
Maintain and manage student academic records, including attendance, mid-term notices, final grades, grade changes, and military education reporting.Monitor grading deadlines and follow up with instructors and deans as needed. (ie. attendance, mid-terms, in completes, and final grades)Monitor late attendance, mid-term, and final grades and notify appropriate deans.Enter grade changes as appropriate based on College policies.Process applications for limited-enrollment programs, prepare selection committee reports, and support admissions decisions. Enter application material into the College software, send student emails and letters, and update records as new information is received.Process outgoing and incoming transcripts daily following established procedures.Collaborate with recruitment staff and enter test scores, update course placement, upload student documents, and update student checklists using the college’s CRM (Slate).Respond via phone, texting, email, and mail to applicants, current students, and alums concerning their academic records.Complete enrollment verifications, student loan deferments, and letters of attendance.Run and prepare department Colleague/Informer queries.Maintain student academic records. In cooperation with the Director of Advising/Registrar, ensure academic records are retained, digitized, backed up, and disposed of according to state, federal, and institutional regulations.Daily, update student address and residency information in coordination with Financial Aid and Business Office staff: ensure residency rules are appropriately applied under ICCB residency policies and cooperative agreements.Participate in preparing and submitting required reports related to enrollment, graduation, and gainful employment, including National Student Clearinghouse, NSLDS, and NJCAA certifications and reporting.Create and maintain Admission and Records forms.Process incoming forms for department and student requests.Manage inventory of admission and records equipment, supplies, and re-orders when necessary, including but not limited to transcript paper, diplomas, and covers.Cross-train on all functional areas of the Admission and Records office.Perform general office duties, including mail processing, filing, scanning, shredding, and data entry.Other duties as assigned.Assist with
Planning and execution of graduation ceremonies.Training and supervising student employees.Campus communication related to key deadlines and student services, including registration dates, financial aid and tuition deadlines, tutoring services, career services, and other important information.Responding to requests from external entities, including auditors, and preparing reports as needed.Re-enrolling students dropped from courses as directed.Risk-Management and Loss-Prevention Activities
Maintain a working knowledge of the college’s emergency procedures and actively participate in the college risk-management program.Monitor conditions, events and circumstances that present risk to the college community. Intervene and/or report as specified in the college’s risk-management plan.Qualifications
Associate degree or 60 semester hours of college credit required. Bachelor’s degree preferred.Minimum of two years related experience preferred.Working knowledge of computer systems and software, including spreadsheets and word processing, and database management.The ability to communicate successfully and respectfully with individuals with diverse backgrounds.Must possess strong oral and written communication skills and provide excellent customer service.Good spelling, grammar, and proofreading skills.Must be able to work well under pressure. Complete tasks efficiently and independently.Must be able to perform in an effective and ethical manner including maintaining confidentiality to ensure that job duties are met within guidelines of policies, procedures and regulations.Spanish or French proficiency preferred.Additional Skills
Basic dexterity skills (computer work, telephoning, and other office equipment).General physical effort required includes sitting, bending, reaching, and some lifting (20lbs or less) and the ability to place a work order for anything over that limit.#J-18808-Ljbffr
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