Director, Admissions and Student Records

Cape Fear Community College • Wilmington - Downtown Campus, NC

1d • Onsite

About The Position

The Director of Admissions and Student Records is responsible for managing daily operations related to admissions processing, testing services, residency determination, student records, and registration related functions. This role ensures timely and accurate processing of student applications, admissions decisions, testing services, residency, registration related tasks, and compliance-related documentation. The Director actively participates in day-to-day operations, supports frontline services, and supervises staff to ensure efficiency, accuracy, and excellent customer service.

Requirements

• Knowledge of: Admissions processing, student records management, testing services, and registration policies.
• Federal, state, and institutional compliance regulations, including FERPA.
• Student information systems (Ellucian Colleague preferred) and CRM platforms.
• Customer service principles and workflow optimization.
• Ability to: Effectively manage and execute daily operations while supervising staff.
• Prioritize tasks, meet deadlines, and maintain efficiency in a high-volume environment.
• Troubleshoot technical and procedural issues related to admissions & registration.
• Utilize data management systems to maintain accuracy and compliance.
• Provide hands-on support to staff and students as needed.
• Work collaboratively across departments to enhance student support services.
• Bachelor’s degree from an accredited institution.
• Two (2) years of experience in admissions, student records, or registration in an educational setting.
• Experience supervising and training staff in student services operations.

Nice To Haves

• Experience in a higher education setting, preferably a community college setting.
• Familiarity with state reporting requirements.
• Proficiency with Ellucian Colleague and a document imaging software.
• Experience with CRM systems and student information systems.

Responsibilities

• Oversee and participate in the processing of student applications, admissions decisions, and records management to ensure accuracy and efficiency.
• Supervise and train staff responsible for admissions & testing services, providing guidance on policies, procedures, and daily operations.
• Ensure all admissions-related communications, including application statuses and decisions, are accurately and promptly delivered via the Customer Relationship Management (CRM) system.
• Maintain and monitor the CRM system for admissions functions, troubleshooting issues related to data imports/exports, duplicate records, and reporting functions.
• Oversee residency determination and exception processes, ensuring compliance, data integrity, accurate reporting, auditing, and effective administration of residency policies and procedures; provide continuity of services and operational support in the absence of the coordinator.
• Maintain continuity of testing services operations through cross-functional support, oversight, and coverage of testing administration responsibilities when necessary, including during the absence of the Testing Services Coordinator.
• Assist students and staff with troubleshooting application and registration issues.
• Stay informed of federal and state regulations and oversee compliance with federal, state, and institutional regulations, including FERPA, state audits, and reporting requirements.
• Provide direct support to students and staff during peak processing times, assisting with application entry, and registration support as needed.
• Maintain accurate documentation of process standards and procedures to ensure consistency and compliance.
• Responsible for the preparation and submission of reports related to admissions & enrollment, including the Curriculum Class Student Report (CCSR) state report.
• Ensure customer service standards are met by responding to student inquiries, assisting at service counters, and supporting staff in handling student concerns.
• Coordinate with Institutional Research, IT, and other departments to maintain data integrity and improve processes within student information systems.
• Monitor staff workload and adjust assignments, policies, and procedures as necessary to meet deadlines and ensure operational efficiency.
• Assist staff, faculty, and students with navigating Ellucian Self Service Student Planning and/or problem solve issues as it relates to course planning, program progress, and registration.
• Assist with the Commencement ceremony planning and participate where needed.
• Assist the Registrar in monitoring changes that are needed in the college catalog and on the Registrar and Admissions webpages.
• Utilize the Informer software to provide program and/or enrollment data to departmental and college staff upon request.
• Assist with college/university transcript review and/or evaluation as needed.
• Research course equivalency or other academic areas as needed.
• Respond to inquiries from students, parents, faculty, and staff on matters of College policies and procedures relating to admissions, residency, testing services, registration, add/drop, refunds, course scheduling, grades, no shows, course reinstatements, withdrawals, transcripts, program changes, course substitutions, requisite waivers, credit for prior learning, graduation, GPA’s, and other relevant information.
• Assist with review and corrections in relation to duplicate student records and duplicate institution records in Colleague.
• Assist Registrar with investigating, researching, and exploring new procedures and technologies in order to improve student services and provide benefits to the College.
• Provide leadership and oversight of academic records and student information systems operations, including faculty support, registration processes, workflow management, policy administration, system configuration, data integrity, and maintenance of academic calendars and student records in compliance with institutional standards.
• Participate in professional development activities and institutional training sessions.
• Stay updated on changes to state and federal regulations related to admissions, and student records.
• Actively participate in departmental & divisional meetings and with college committees if/as assigned.
• Represent the College and the Admissions and Student Records Office in a positive and professional manner and collaborate with academic and other Student Service offices to contribute to the retention of students.
• Collaborate with Marketing and Recruitment teams to provide accurate admissions information to prospective students.
• Assist with troubleshooting technical issues related to student information systems and testing platforms.
• Perform other related duties and responsibilities as assigned.

Benefits

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying. Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required. Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States. To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.

What This Job Offers

• Job Type: Full-time
• Career Level: Director