Admissions and Records Assistant

Title: Admissions and Records Assistant
Division Name: Academic Affairs
Department: Registrar

Job Summary

Under the general supervision of higher-level personnel, an employee at this level is responsible for the organization, security, and administration of examinations. The role of this individual includes proctoring exams, maintaining logs of test candidates, and ensuring the University’s adherence to outside vendor contracts. The employee assists University staff and students with inquiries related to examinations and/or Testing Services, student academic records, and document imaging. This employee is responsible for daily document imaging for the Office of the University Registrar, as well as imaging projects as needed. The employee assists with the maintenance of students’ academic records.

Additional Information

University Benefit Highlights:

- Insurance benefits, including health, dental, vision, and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time

Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: https://hr.illinoisstate.edu/benefits/

Salary Rate / Pay Rate

$17.50 - $18.50 per hour

Required Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling one (1) year (12 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)

B. work experience which could include administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.

Preferred Qualifications

1. Demonstrated experience using the Campus Solutions student information system.
2. Demonstrated experience using the PerceptiveContent imaging software with Campus Solutions.
3.Experience with maintenance of student academic records.
4.Knowledge of and demonstrated adherence to University academic policies.
5. Experience with Microsoft Office.
6.Experience maintaining relationships with outside vendors and ensuring adherence to the vendor contracts.

Work Hours

Monday - Friday; 8:00 a.m. - 4:30 p.m.

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Remain at a workstation for extended periods of time.
3. Move about in various locations across campus as needed to complete day-to-day work.

Proposed Starting Date

July 2025

Required Applicant Documents

Resume
Cover Letter
Transcripts - See Special Instructions to applicants for additional options

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Optional Applicant Documents

Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Special Instructions for Applicants

NOTE: In order to be a Pearson Certified Proctor, candidates must not have taken a Pearson exam in last 2 years, or plan to take one in the next 2 years.

Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) 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. Please do not put "see resume" in the duties and responsibilities section of the work history. This will be consid