Admissions and Records Officer (Graduation)

Posting Category:

About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu .

Application deadline: 10/30/2025

Minimum Starting Salary: $21.85 per hour / 7.5 hour work day

Summary:

In addition to many other duties, reviews graduation applications, processes and sends out graduation reviews and follow-ups if degree/certificate requirements are not fulfilled, and awards/records degrees.

Duties & Responsibilities:

• Working with graduation staff, reviews graduation applications before and after grades are posted, processes and sends out graduation reviews and follow-ups if degree/certificate requirements are not fulfilled, and awards/records degrees and places all diploma orders.
• Responsible for assisting in the interpretation and communication of degree audit reports to students and faculty, as well as double-checking the accuracy of all student degree audits in comparison to the applicable catalog of record for each student.
• Provides information concerning degree requirements to students and faculty. This includes all communications necessary to resolve degree problems.
• Responsible for interacting (both verbally and in written format) with students, faculty, and staff before, during, and after the completion of a student’s degree program.
• Receive, review/evaluate, and process student petitions, encoding the degree audit system to allow approved exceptions to be reflected in the degree audit system.
• Works closely with degree audits staff to ensure the accuracy of the degree audit system. This includes recommending and developing changes in the system to implement policies, guidelines, and procedures whenever necessary.
• Assists in organizing commencement activities including, but not limited to, responding to inquiries concerning commencement, receiving and evaluating student requests to participate in the ceremony, and reviewing lists and ensuring eligible students receive the appropriate correspondence.
• Serve as a resource for students, faculty, staff and the campus community concerning graduation and commencement procedures and policies.
• Develops and maintains policy and procedure documentation related to the graduation process. Provides backup for other staff in the Office of Records and Registration as necessary.
• Assist with maintenance of document imaging (including the scanning, verifying, and retention of short-term and permanent student documents).
• Performs other duties as assigned.
  
  

Minimum Qualifications:

• 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.
  
  

Preferred Qualifications:

• Experience working with a student relational database system (preferably Banner) and/or a degree audit system is highly desirable.
• Knowledge of curriculum and academic program structure in a college or university setting is highly desirable.
• Must be able to work effectively with a variety of administrative units, as well as students of diverse backgrounds,
  
  

faculty, and staff to ensure services are developed and delivered with appropriate input from all interested parties.

• Must be able to effectively listen and respond to inquiries verbally and in written format.
  
  

Employment Policies and other information:

Failure to accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

UIS an affirmative action/equal opportunity employer with strong institutional commitment to recruitment and retention of a diverse and inclusive community. Women, minorities, veterans, and persons with disabilities are encouraged to apply. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility .

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with state and federal law.

The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current or former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment .

This position is intended to be eligible for benefits . This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.

• You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
• Your pension from the State Universities Retirement System may affect the amount of your:
• Social Security benefit and
• Social Security benefit as a spouse
  
  

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at hremployment@uis.edu or call 217-206-6652.

• Please Note: All postings close at 5:00pm CST on the posting close date.***