Admission and Records Specialist

Admission and Records Specialist

Salary

$19.25 Hourly

Location

Main Campus - Mattoon, Illinois

Job Type

Full-time

Job Number

202600509

Division

Student Services

Department

Admissions & Records

Opening Date

05/05/2026

FLSA

Non-Exempt

Bargaining Unit

Lake Land College Paraprofessional Association

• Description
• Benefits

Description

Assists Director of Admissions & Records and staff in the daily operation of the Admissions and Records Office.

Description of Essential Functions (critical tasks)

Essential Job Functions:

• Provide exemplary customer service by phone, mail, email, online chat or in person; interacting with a broad range of campus partners, both internal and external, to support students, faculty, staff and the community.
• Use critical thinking to evaluate and process confidential student information and assist in problem solving in a manner that is sensitive to issues related to functions of the Admissions and Records office.
• Process applications through CRM, troubleshoot issues that arise. Perform checks to identify and merge duplicate records.
• Manually process all non-standard registration (i.e., short-term training opportunities, independent studies, adult education). Process and send welcome packets within an established timeline after processing of application.
• Identify, evaluate and coordinate with other departments to close out duplicate and deceased student records within the SIS.
• Perform clean-up of errors within the SIS, CRM and other software and platforms used throughout the college.
• Responsible for overall student registration processes, including but not limited to student registration issues, drops/adds/withdrawals and interpreting blocks; problem solve student issues and effectively interact across departments to provide resolutions.
• Display cross-departmental knowledge and accurately provide detailed information to students, staff, faculty and the general public regarding institutional policies and processes.
• Maintain the security of student records, both physical and electronic, through compliance with FERPA requirements, provide requested information only relative to the students education to other campus partners.
• Facilitate continuous technology improvements in student and faculty services by performing data entry, systems testing, information processing and responding to inquiries related to students academic records, advising and registration requirements, graduation and the degree process.
• Develop and maintain detailed instructions for new and existing processes within the Admissions and Records office. Have a working knowledge of, and provide cross-functional support across campus for, all Admissions and Records processes.
• Collaborate with the ISS department to test, implement and maintain new and updated processes as well as document and communicate issues that arise after deployment to the appropriate staff for resolution. Provide end-user training and support.
• Train and support part-time and student workers as well as new full-time staff.
• Receive and document in the SIS all external transcripts; including high school, college, GED, military and IDOC training credits utilizing established policies, procedures and IAI guidelines to determine acceptability and placement of for credit.
• Enter SAT, ACT, placement test scores and other waivers to student records.
• Execute end of term processes including grade verification, monitoring and posting repeated and audited courses, and updating academic probation, suspension and dismissal to students files.
• Utilize the degree audit module to advise Division Chairs of appropriate course substitutions, process graduation, confirm student degree/certificate status and communicate the results with the graduating student population. Produce and distribute diplomas/certificates. Enter all degree/certificate data in the Colleague System.
• Responsible for maintaining curriculum changes within the degree audit system
• Documents and maintains students records utilizing the imaging software.
• Verifies data entry of student history.
• Process non-traditional learning credits to include CLEP, AP and proficiency credits.
• Makes necessary approved grade correction changes. Monitors and changes incomplete grades.
• Identify and update social security number changes on Student Record System, CRM and imaging system.
• Review and implement grade exclusions according to school policy.
• Update the National Student Clearinghouse as necessary for enrollment and graduation changes.
• Process academic program and advisor changes.
• Produce student transcripts.
• Provide additional departmental support as assigned by the Director.
• Actively participate in departmental and professional development opportunities as assigned or approved.
• Participate in activities related to Student Services such as registration events, graduation and others as assigned by the Director.
• Adjust work schedule to accommodate periods of increased activity, including evenings and weekends, as necessary.
• Other related duties as assigned.

Specific Functional Job Requirements

Education Requirements:

• Associates Degree Required.

Experience Requirements:

• Minimum experience in an office setting, related experience in college setting preferred.

Knowledge:

• Business etiquette, general office procedures.

Skills:

• Excellent interpersonal, oral and written communication and organizational skills; Microsoft Office XP; multi-line digital phone system, data entry and word processing skills as determined through assessment.

Personal Requirements:

• Detail-oriented, self-starter who enjoys relating to a diverse population of students, staff and public in a fast-paced work environment with multiple interruptions. Displays a commitment to customer service and user experience. Works consistently to further the colleges vision and values. Work collaboratively with immediate peers and other departmental areas to support student learning and development. Shows respect and compassion for others. Values the open exchange of ideas and exhibits innovation in daily work and special projects.

EMPLOYEE BENEFITS SUMMARY

PARAPROFESSIONAL

(For specific details, please refer to summary plan documents and/or the paraprofessional contract.)

Vacation Hours

Full-time paraprofessional employees earn 80 hours of vacation time during their first full year of employment. For each additional year of employment, paraprofessional employees receive an additional 8 hours, up to a maximum of 160 hours. Hours are accrued monthly and can be taken in 30-minute increments. Hours start accruing from the first day of employment, although employees must complete their 90 day probationary period before using vacation time. There is a maximum carryover of 80 hours into a new fiscal year.

Sick Hours

Full-time paraprofessionals earn 112 hours of sick time each year. Hours are accrued monthly (9.33 hours per month) and can be used in 30-minute increments. Sick leave may carry over and accumulate with no maximum.

Personal Hours

Full-time paraprofessionals earn 24 hours of personal time each fiscal year. For employees who begin in the middle of a fiscal year, hours will be prorated. Personal time can be used in 30-minute increments. Any unused personal time will be transferred to sick leave at the end of the fiscal year.

Holidays

Lake Land College provides for nine paid holidays: January 1st, Friday Before Easter, Martin Luther King, Jr., Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, and December 25th.

College Closed Days and Summer Work Week

Except as may otherwise be provided, if the College establishes a four (4) day summer session work schedule, the standard work day, not including the lunch break, will be eight and one-half (8½) hours, which is equivalent to a thirty-four (34) hour work week, paid at forty (40).

In addition, there are six (6) paid College Closed days each year.

Tuition Waiver

Lake Land College offers tuition waivers for credit courses to current full-time employees, employees spouse or civil union partner, and their unmarried dependents under age 23. Any fees associated with the classes are the responsibility of the employee.

Tuition Reimbursement

Full-time employees are entitled to a tuition reimbursement of $200 per credit hour with a maximum of $1200 a fiscal year to advance their education with a baccalaureate, masters, or doctoral degree. Reimbursement is available for courses in which a grade of C or better is received with verification through official transcripts.

Retirement

Lake Land College employees are members of the State Universities Retirement System (SURS). In addition, all SURS eligible employees will be auto-enrolled in the SURS Deferred Compensation (457b) plan at 3%.

(403)b/457(b) Retirement Savings Plans

Lake Land College offers a voluntary 403(b) plan and a 457(b) plan. Employees have the option of choosing from a variety of investment funds and can contribute on a pre-tax or post-tax basis. Employees can elect to enroll in a 403(b) and 457(b) plan at any time. The College offers an Employer Match of up to 3% of your gross salary based on certain criteria. Employees will be automatically enrolled in the SURS/Voya 457 plan, with the ability to opt out. Please refer to Board Policies 05.38 and 05.22 for criteria and guidelines.

Life and AD&D Insurance

Lake Land College provides full-time paraprofessionals with $40,000 in life and AD&D insurance. Employees may also elect to purchase additional supplemental insurance for themselves, as well as spouse or civil union partner, and their dependent children. Spouses and dependents cannot exceed the amount of the employees optional benefit.

Voluntary Benefits

Lake Land College offers Voluntary Short-Term Disability, Long Term Disability, Pet Insurance, Hospital Indemnity, Critical Illness, and Accident Insurance at group rates paid by employees.

Flexible Spending Account

Full-time employees can elect through payroll deduction to establish a flexible spending account for qualified medical or dependent care expenses incurred during the plan year. These elections are made on a pre-tax basis to save the employee federal and state income taxes. Employees enrolled on a medical flexible spending account can carry over up to $500 from one plan year to the next.

Medical Insurance

Lake Land College offers two health plan options -One Traditional PPO health plan and one High Deductible health plan with a compatible Health Savings Account. Employees can elect coverage for their dependents defined as a spouse, civil union partner, or child under the age of 26. Dependent verification is required. Spouses who are able to obtain insurance through his or her full-time employment are not eligible for the College Insurance.

Monthly Rates for January 1, 2026-December 31, 2026

Single

Employee + 1

Family

Plan A (Traditional)

$0.00

$843.68

$1117.89

Plan B (HDHP)

$0.00*

$436.82*

$660.80*

• Lake Land College will also contribute to a Health Savings Account on behalf of the employee.

Health Savings Accounts

An HSA is a tax-favored savings account, which allows funds to be accumulated tax-free to pay for current and future qualified healthcare expenses. An HSA account is only available if a HDHP, or Plan B is chosen. Lake Land contributes an amount equal to the difference in premiums between Plan A and Plan B. For 2026, this amount is $363.85/month for single coverage, $363.85/month for employee+1 coverage, and $363.85/month for family coverage.

Dental Insurance

Lake Land College offers Dental Insurance to employees and their qualified dependents at the following monthly cost:

Single

Employee + 1

Family

Dental Insurance

$0.00

$18.26

$28.88

Vision Insurance

Lake Land College offers Vision Insurance to employees and their qualified dependents at the following monthly cost:

Single

Employee + 1

Family

Vision Insurance

$5.59

$10.62

$15.51

Employer Lake Land College

Address 5001 Lake Land Boulevard

Mattoon, Illinois, 61938-9366

Phone 2172345410

Website https://www.lakelandcollege.edu/human-resources/