Concordia University, Chicago
  • 31-Jan-2020 to 29-Feb-2020 (CST)
  • Graduate Student Services
  • River Forest, IL, USA
  • Hourly
  • Full Time

Concordia University invites applications for the full-time, non-exempt position of Coordinator of Documents and Records in the Office of Graduate Admission and Student Services. The Coordinator of Documents and Records is responsible for organizing and processing all documents received by the Office of Graduate Admission and Student Services. This position ensures that incoming documents are sorted and processed efficiently; accurately scanned into electronic image files; and input into the Banner system in a timely manner. The coordinator also maintains accurate records, prepares student forms, and resolves routine problems.


  • Collect, organize, and prepare all incoming admission documentation from various entities
  • Maintain a clean and organized filing system of electronic and paper documentation
  • Create and organize new graduate admission files
  • Assists with the official document scanning and indexing processes and procedures, and maintains updated training on such functions to perform duties as needed
  • Performs complex data entry functions utilizing prescribed methods that enable appropriate communication with prospective students, applicants, and admitted students
  • Utilizes Access and Argos queries to assess daily data entry accuracy and provides feedback
  • Collaborates in the training and supervision of student employees as related to applicant file and documentation management
  • Recommends changes to processes based on best practices and collaborates to ensure implementation of such on a regular basis
  • Works as part of the Admission team, keeping constant communication with other members in regards to data accuracy and record updating of all prospective and graduate student records
  • Routine problem solving while staffing office and responding to phones and walk-in students
  • Facilitates the transition of all official enrollment records to the Office of the Registrar at the conclusion of each enrollment cycle
  • Must follow all university policies and FERPA guidelines related to confidentiality of all data and information
  • All other duties as assigned by the Assistant Vice President or Director of Graduate Admission and Student Services

Skill Sets:

  • Superior knowledge and proficiency with MS Office (Word, Excel, Access) required
  • Demonstrated organizational skills and attention to detail
  • High level of verbal and written communication skills
  • Ability to work in a fast-paced, deadline-focused work environment managing multiple tasks
  • Self-motivated; works effectively independently and in a team environment
  • Demonstrated ability to adapt quickly to change and exhibit flexibility in the workplace
  • Occasional weekend presence required (maximum 3 Saturday mornings per calendar year)

Minimum Experience Required:

  • Experience with data management and processing
  • Experience in higher education environment a plus, though not mandatory

Education Requirements:

Bachelor's degree required

Compensation and Benefits:

Starting range is dependent upon individual qualifications and experience. Concordia health, disability and retirement plan enrollment is available to full-time employees and their eligible dependents. Tuition benefits are also available for employees and their qualified dependents.

Application Information:

Interested individuals should include a cover letter, resume and references with their online application.

Concordia does not discriminate in the employment of individuals on the basis of race, color, national or ethnic origin, disability, sex or age.  As an institution of The Lutheran Church-Missouri Synod, however, and to the extent allowed by law, Concordia University reserves the right to give preference in employment based upon religious affiliation. 

Concordia University Chicago does not generally sponsor for employment visas except for positions that oversee, teach or support our international programs.

About Concordia University Chicago:

Concordia University Chicago is a liberal arts-based Christian university founded in the Lutheran tradition. Through its College of Arts and Sciences, College of Business, College of Education, College of Graduate Studies, and College of Innovative and Professional Programs, Concordia-Chicago offers more than 160 areas of study in small classes taught by professors who are passionate about teaching and student success. All undergraduate and graduate degrees are fully accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools.

Concordia University Chicago has been recognized as a College of Distinction since 2010, and in 2013 was named to the U.S. President's Higher Education Community Service Honor Roll for the fifth time. For the sixth consecutive year, combined undergraduate and graduate enrollment has exceeded more than 5,000 students. Concordia University Chicago is located in River Forest, 10 miles west of downtown Chicago. Learn more at

As a distinctive, comprehensive university of The Lutheran Church - Missouri Synod, centered in the Gospel of Jesus Christ, and based in the liberal arts, Concordia University Chicago equips men and women to serve and lead with integrity, creativity, competence and compassion in a diverse, interconnected and increasingly urbanized church and world.

Concordia University, Chicago
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