ADMINISTRATIVE ASSISTANT I
ADMISSIONS AND RECORDS
ILLINOIS VALLEY COMMUNITY COLLEGE
Reports to: Director of Admissions and Records
I. POSITION SUMMARY: Under general supervision of the Director of Admissions and
Records, the Administrative Assistant to the Director of Admissions and Records will serve
as the primary administrative assistant for the Office of Admissions and Records.
Supervision received and given: This position is supervised by the Director of Admissions
and Records, although some limited tasks may be supervised by the Assistant Director of
Admissions and Records.
II. ESSENTIAL DUTIES & RESPONSIBILITIES:
A. Open and process mail for entire office.
B. Process applications from start to finish, including the preparation and mailing of
acceptance letter to applicants.
C. Process and scan received transcripts.
D. Prepare nursing files for evaluation by Records Analyst and Director. Prepare
correspondence related to missing and needed information for the evaluation
process.
E. Prepare nursing selection correspondence following evaluation processes take
place. Review past correspondence used with Director of Admissions and Division
Chair of Health Professions.
F. Process correspondence and files related to the Dental Assisting program, per
direction by the Records Analyst.
G. Assist with Admissions/Recruitment related events. This may include, but not be
limited to, preparation for the events and actual assistance with the events and
activities.
H. Assist the Admissions & Credentials Analyst with correspondence to potential
graduates.
I. Assist with registration of students as needed.
J. Participate in the supervision and direction of student workers, helping to ensure
they are being productive at all times.
K. Process transcript requests from start to finish, as needed.
L. Answer telephone, e-mail, and written inquiries about the college, often times
sending out appropriate information to those prospects or their parents.
M. Serve as module lead and primary tester for Colleague’s Recruitment/Admissions
Management module.
N. Process requisitions in Colleague for office supervisors, upon request.
O. Prepare agendas for bi-monthly staff meetings.
III. OTHER DUTIES AND RESPONSIBILITIES:
P. Work unsupervised from 4:30 to 7:00 p.m. as needed.
Q. Act as a liaison for students, faculty, administration, staff, and the public.
R. Perform other duties as assigned.
Revised March 2014
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ADMINISTRATIVE ASSISTANT I
ADMISSIONS AND RECORDS
ILLINOIS VALLEY COMMUNITY COLLEGE
IV. QUALIFICATIONS:
Required
 High School diploma
 Ability to operate a personal computer and use Microsoft Word
 Experience or demonstrated strong customer service ability
 Demonstrated ability to have multiple tasks in process at any given time
Preferred
 Associate’s Degree in Office Technology or related field
 Experience working in an office with several staff in close proximity, covering duties
for one another as necessary
 Evidence of some coordination or assistance in the coordination of events
 Experience with other software packages such as Microsoft Access, Excel, Publisher
 Experience working with a proprietary information system
Revised March 2014
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