Admission & Records Officer, College of Fine & Applied Arts

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; (i.e Student Petition, Withdrawal, Late Course Change, Credit/Noncredit, Grade Replacement, and Curriculum Change).
• Provides student and program data reports. Utilizes programs such as UgradRecs, BANNER, DMI, and various 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 various 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

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

Administrative

• Prepare correspondence concerning all decisions made by college office.
• Serves as the Assistant Dean's designate to approve student underloads/overload registrations and process paperwork for students who are withdrawing from the University.
• Assists in periodic review of a variety of publications such as transfer handbooks, University brochures, College proposals, reports and course lists.
• Responsible for attending meetings and trainings sessions relative to college and campus applications.
• Trains 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.

Knowledge, Skills and Abilities

• 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 all backgrounds as well as the public in a professional and positive manner.
• Ability to exhibit strong information management and technology skills.
• Ability to act independently in most 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 College's eight undergraduate programs; Thorough knowledge of institutional and college academic policies.
• Knowledge of UGradRecs, BANNER, Degree Audit System and other student records databases in a college level academic student affairs office.
• Knowledge of Microsoft Excel, myfaa/UGradRecs, and other related databases used to create reports for student data.