Admissions & Records Specialist

About the position

Under general supervision, the purpose of the position is to provide assistance to students, faculty and staff regarding student admission. Employees in this classification perform administrative and clerical work. Position is responsible for providing assistance and information to students, processing admission applications, high school and college transcripts and evaluations. Performs related work as directed. Reports to Director of Admissions. Provides assistance to students, faculty, and staff regarding policies and procedures for admissions, and all other functions related to the Admissions Office.

Responsibilities

• Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
• Processes applications for admission; mails/emails acceptance letters and admission packets; creates permanent academic files for new students; maintains applicant records including transcripts from other schools.
• Responds to inquiries and telephone inquiries from applicants; facilitates the admission process for students.
• Evaluates High School and College Transcripts.
• Performs data entry tasks related to all documents received by the Admissions Office, including transcripts received; enters, encodes, and verifies data in computer.
• Prepares or completes various forms, reports, correspondence, lists, acceptance letters, admission packets, official transcripts, or other documents.
• Receives various forms, reports, correspondence, admission applications, transcripts from other schools, policies, procedures, catalogs, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, or other software programs.
• Maintains computerized and/or hard-copy file systems of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.
• Communicates with supervisor, employees, other departments, college officials, faculty, staff, students, applicants, graduates, other educational institutions, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, stuffing envelopes, preparing mass mailings, processing incoming/outgoing mail, verifying data.
• Provides assistance to other employees or departments as needed.
• Performs related duties as directed.

Requirements

• Associate's degree with course work emphasis in business administration, office administration, and personal computer operations.
• One (1) year previous experience and/or training involving office administration (preferably in a community college registrar office with transcript evaluation experience) and personal computer operation.
• Ability to review, classify, categorize, prioritize, and/or analyze data.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; utilize principles of fractions; interpret graphs.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form.
• Ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information.