Undergraduate Admissions and Records Officer

Academic Programs

School of Social Work

Located in Urbana, IL

Job Summary

The Undergraduate Admissions and Records Officer (ARO) manages admissions, registration, enrollment and academic records for the School of Social Work's undergraduate programs. Reporting to the Director of Recruitment & Admissions, this role focuses on operational support for undergraduate student records, compliance with University policies, and assisting in student enrollment and academic progression.

Duties & Responsibilities

• Oversee the maintenance of undergraduate student files, including processing forms, petitions, and course articulations in the OARS system, ensuring they are completed correctly and have the necessary approvals.
• Ensuring the student degree audit system is accurate and up to date based on program requirements as they change.
• Certify undergraduate degrees, preparing academic standing letters related to student status, and communicating with students and advisors. Assist students with registration processes, including resolving holds, addressing course availability, and managing room scheduling for classes and events. Administer and revise policies related to undergraduate admissions in consultation with the Director of Recruiting & Admissions and program directors. Participate in discussions with the Recruitment and Admissions Committee to align admissions standards with the school’s mission and goals.

Course Offering and Academic Records (COAR) System User Responsibilities

• Update Academic Standing in BANNER: Ensure students' academic statuses are accurately reflected in the BANNER Student Information System.
• Re-Admit Students in BANNER: Process re-admission for students returning to the program after a leave of absence or academic dismissal.
• Add Attributes in BANNER: Assign specific attributes to student records, such as honors program participation or special academic statuses.
• Student Record Maintenance in BANNER: Perform updates to student personal and academic information as necessary.
• Edit BANNER Screens as Needed: Modify and customize data fields within the BANNER system to align with updated university or program requirements.
• Track and Update Dean’s List and James Scholar Eligibility in BANNER: At the end of each term, review academic records to identify students eligible for the Dean’s List or the James Scholar Honors Program, and update their statuses accordingly.

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.

Knowledge, Skills and Abilities

Excellent customer service skills. Ability to work in a demanding office environment. Ability to manage demands of office traffic plus phone calls while performing clerical duties. Ability to type accurately. Excellent communication skills. Ability to meet the public and to provide correct and timely information. Good organizational skills. Ability to operate multiple-line phone system and copier. Ability to use computer programs (Microsoft Word, EXCEL, ACCESS, Outlook).

Appointment Information

This is a 100% full-time Civil Service 2756 - Admissions and Records Officer position, appointed on a 12-month basis. The expected start date is as soon as possible after the search closes. The budgeted salary range for the position is $43,000- $45,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for this position. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on October 6, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. Upload your cover letter, resume, and names and contact information for three professional references. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact SW-HR@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.