Job Opening - Support Staff

Admissions/Records Representative in Graduate Studies

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  • Work Department: School of Graduate Studies
  • Class Title/Code: Admissions/Records Representative (2755)
  • Effective Date: Sep 22, 2021
  • Responsibilities:

    The ARR reports to the Admissions Records Supervisor, who reports to the Assistant Director of Graduate Studies, who reports to the Associate Provost and Director of Graduate Studies.

    • Prepares domestic and international admission letters as assigned by the Assistant Director and ARO for signature of the Director. Indexes signed documents into imaged student records. Prepares documents for mailing oversees or via courier service as requested by student.    
    • Communicates with applicants, current students and prospective students via email, phone and walk-in providing information such as status of application updates, prospective student inquiries, and other admission-related questions. Oversees the International Education email account responding to questions, receiving documents or forwarding to the appropriate person for a response.
    • Receives all international admission documents, scans and indexes into student records if a student, or files in extra document file if not yet an applicant. Forwards student documents to ARS for further processing.
    • Uploads all new international student applications into the MVS system, reviews extra document files and email account for documents received to create an imaged student file. Applications are then workflowed in Laserfiche to the ARS for further review and processing.
    • Reviews documents in the Laserfiche workflow queue for ‘International-Documents to be Processed’ and, for those determined to not need further review by the ARS, moves the imaged document to the student file.
    • Collects international student application fees as received.
    • Assists at graduate commencement as needed.
    • Other duties as assigned.


  • Required Qualifications:
    1. High school diploma or equivalent.
    2. Any one or combination totaling two (2) years (24 months) from the categories below:
      1. 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)
      2. work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience.
  • Starting Salary: $13.465/hour
  • Application Deadline: Oct 6, 2021
  • Additional Information:

    Please note: new minimum qualifications for this classification as of 7/15/2021.

Employment - Information & Instructions

Complete an Employment Application online. Submit supplemental application materials, which may include transcripts, licenses, certifications, resume, and a copy of the DD214 (if applicable), via email to HR-Testing@wiu.edu.

All application materials are due in the WIU Human Resources Office no later than 4:30 p.m. the day of the application deadline.

Western Illinois University is an Affirmative Action and Equal Opportunity employer with a strong commitment to diversity and a non-discrimination policy that includes sex, race, color, sexual orientation, gender identity and gender expression, religion, age, marital status, national origin, disability, or veteran status.

For questions regarding the application process, please contact:

Human Resources Office
Sherman Hall 105
1 University Circle
Macomb, IL 61455

Phone: (309) 298-1971 ext. 1
Fax: (309) 298-2300

Email: HR-Testing@wiu.edu

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