Admissions & Records Specialist Job Galesburg area,Illinois USA,Education / Teaching

Salary: $38,690.00 - $42,750.00 Annually
Location : Galesburg, IL
Job Type: Full-Time
Job Number: FY
Department: Admissions and Records
Opening Date: 01/22/2026

Purpose/Position Code/Classification/Level/Work Relationships/Location

Supports major functions of the Admission & Records Office, including student records, reporting, and database management.
MIDSAR
19410
Mid
- Management, Level III
Non-Exempt, Bargaining Unit
Reports to:

Director of Advising/Registrar
Principal Working Relationship:
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.

Minimum Necessary Skills, Experience, and Educational Background

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…


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