Admission & Records Officer, College of Fine & Applied Arts

College of Fine & Applied Arts Job Summary

The Admissions and Records Officer (ARO) of the College of Fine and Applied Arts is the undergraduate admissions and records specialist for the unit. This person is responsible for certifying the completion of graduation requirements and serves as the primary college contact for questions relating to admissions, records, and undergraduate university/college policy and procedures.

Admissions & Records Management

• COAR responsibilities in BANNER (i.e., course registration concerns of undergraduate students, updating program codes, managing registration holds, updating degree lists, adding concentrations and minors).
• Maintain encoding and process exceptions in the Degree Audit System.
• Oversee the submission process of all academic forms for undergraduates in the college (e.g., Student Petition, Withdrawal, Late Course Change, Credit/Noncredit, Grade Replacement, Curriculum Change).
• Provide student and program data reports. Utilize programs such as Ugrad Recs, BANNER, DMI, and other applications to generate reports.
• Verify NCAA eligibility requirements for all student athletes enrolled in the college.
• Assist with undergraduate Academic Standing/Grade Audit processes each semester and provide academic status updates in Banner.
• Assist with verifying students’ eligibility for honors such as James Scholar, Dean’s List, and Bronze Tablet.
• Verify the accuracy of the college’s degree list for the three conferral periods, assign honors, and certify that candidates have met all requirements.

• Unit/Student Support

• Maintain positive relationships with students, faculty, and offices of regular contact.
• Provide information regarding college academic policies, regulations, procedures, and guidelines.
• Engage in discussions with students on progress toward degree issues and provide guidance on options.
• Assist students with the evaluation of transfer credit from community colleges and universities.
• Work with the Associate Dean, departmental advisors, and Associate Heads of departments on areas related to curriculum.

• Administrative

• Prepare correspondence concerning all decisions made by the college office.
• Serve as the Assistant Dean’s designate to approve student underloads/overload registrations and process paperwork for students withdrawing from the University.
• Assist in periodic reviews of publications such as transfer handbooks, University brochures, College proposals, reports, and course lists.
• Attend meetings and trainings relative to college and campus applications.
• Train support personnel as the job relates to undergraduate admission and records.
• Provide coverage for front desk when needed.
• Perform other duties as assigned.

High school diploma or equivalent.

Any one or combination totaling three (3) years (36 months) from the categories below:

• 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)
• Work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

• Proficient regarding the College of Fine & Applied Arts academic structure, degree requirements, and support-related resources.
• Strong communication skills, including the ability to interact with staff, students, faculty, and parents from diverse backgrounds in a professional manner.
• Ability to exhibit strong information management and technology skills.
• Ability to act independently in situations requiring interpretation and application of policies.
• Ability to show initiative and attention to detail.
• Knowledge of administrative functions/operations of major units of the University of Illinois including the Office of Undergraduate Admissions, Office of the Registrar, and other colleges on campus.
• Knowledge of degree requirements for the college’s eight undergraduate…