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Civil Service Position #CS14-21
August 23, 2013

Position Title
Admissions/Records Officer

Hiring Unit
Office of the Registrar

Job Description/Responsibilities
This position coordinates the review of all applications for undergraduate degrees in the College of Arts and Sciences (non-science majors), School of Education, and School of Nursing.

Specific duties include, but are not limited to:

  • Evaluating records for completion of General Education and University degree requirements
  • Creating applications for graduation on Banner, posting degrees, and inactivating applications
  • Notifying students and advisors of degree deficiencies
  • Ordering and mailing diplomas
  • Explaining graduation policies and procedures
  • Handling inquiries and complaints regarding graduation
  • Handling inquiries regarding CAPP evaluations
  • Preparing correspondence needed for graduation processing
  • Maintaining graduation statistics
  • Assisting with preparation of commencement program
  • Preparing for and assisting with commencement ceremonies
  • Scanning, performing quality assurance reviews
  • Linking graduation documents using ImageNow optical imaging software

The Admissions/Records Officer position may be assigned additional related duties and responsibilities in support of the department’s mission and goals.

Minimum Qualifications

1. High school graduation or equivalent
2. Any combination totaling five (5) years from the following categories:
    (a) work experience involving collegiate admissions, records
          analysis or records management
    (b) college coursework in any discipline, as measured by the following conversion table or 
          its proportional equivalent:

  • 60 semester hours equals one year
  • 90 semester hours equals two years
  • 120 semester hours or a Bachelor’s degree equals three years

Additional Skills and Knowledge Preferred

  • Working knowledge of Banner information system (student module), CAPP (Curriculum, Advising, & Program Planning) software, Microsoft Office software, and ImageNow optical imaging software. 
  • Extensive knowledge of University academic policies, especially those related to graduation, grading, and academic history. 
  • Detailed knowledge of Registrar’s Office policies and procedures, General Education program requirements, and the Illinois Articulation Initiative (IAI). 
  • Working knowledge of major and minor department requirements.  Good interpersonal communication skills and mathematical skills are required.

Illinois residency required

FLSA Status

$3,052 per month

Application Process
This position is a current civil service vacancy at Southern Illinois University Edwardsville.  Applicants compete by examination.  If you are interested in applying for this position, please complete and submit a Civil Service application to the Office of Human Resources.  Examination appointments are required. NOTE: Some positions may be represented by a union and may require union dues.

Qualified applicants must submit a Civil Service application (required), resume and unofficial transcripts to:

     Southern Illinois University Edwardsville
     Office of Human Resources
     Campus Box 1040
     Edwardsville, IL  62026-1040

Or email your Civil Service application (required), resume and unofficial transcripts to:

Only one Civil Service application is required to be completed per year. Please use only one application to apply for multiple positions. The Office of Human Resources will not contact applicants that do not meet the minimum qualifications listed.  If qualifying by education, you must submit your transcript at the time of application. Applicants qualifying for Veteran’s preference must submit a copy of form DD214 at the time of application.  Applicants will be subject to a background check and/or drug screening prior to an offer of employment. 

For more information please visit the Office of Human Resources website at or call Civil Service Testing at 618-650-2190.

Application Deadline
September 9, 2013

SIUE is a state university - benefits under state sponsored plans may not be available to holders of F1 or J1 visas.

Applicants will be subject to a background check prior to an offer of employment.  Southern Illinois University Edwardsville is an equal opportunity employer and will not discriminate against any person on the basis of race, national origin, religion, disability, age, marital status, sex, sexual orientation or veteran’s status in violation of Title VII.

The SIUE Annual Security and Fire Safety Report is available online at  The report contains campus safety and security information, crime statistics, fire safety policies, and fire statistics for the previous three calendar years.  This report is published in compliance with Federal law, titled the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act” and the Higher Education Opportunity Act also known as the “Campus Fire Safety Right to Know.”  For those without computer access, a paper copy of the report may be obtained, with a 24-hour notice, from the Office of the Vice Chancellor for Administration, Rendleman Hall, Room 2228, 618-650-2536.

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