Admissions/Records Assistant I

Admissions Records Assistant I

The Admissions Records Assistant I is responsible for providing entry-level administrative support within the Admissions and Records Office, with primary responsibility for reviewing, validating, and processing admissions applications and supporting documentation. This position utilizes Banner, Axiom, Persona, and other institutional systems to verify applicant information, ensure data accuracy, identify discrepancies, and facilitate timely admissions processing. The Admissions Records Assistant I serves as a key quality control point in the admissions process by ensuring student records meet institutional requirements prior to admission and enrollment.

Salary: Appropriate placement on Salary Schedule E4, 05 (range: $34,298 - $51,793). Anticipated start date: September 15, 2026. The position will be based on the Wallace Campus in Dothan. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

Essential Duties and Responsibilities

Application Review and Validation

• Review admissions applications and supporting documentation for completeness, accuracy, and compliance with institutional requirements.
• Utilize Banner, Axiom, Persona, and other institutional systems to validate applicant information and supporting records.
• Verify residency documentation, demographic information, identification records, and admissions requirements.
• Identify discrepancies, incomplete records, duplicate applications, or conflicting information and take appropriate action to resolve issues.
• Communicate with applicants regarding missing or deficient documentation.
• Process admissions records according to established policies, procedures, and timelines.
• Maintain accurate applicant records and ensure information is properly reflected across institutional systems.
• Monitor assigned processing queues and workflows to ensure timely completion of admissions activities.

Records Management and Compliance

• Review electronic documents and records for accuracy and completeness prior to processing.
• Maintain confidential student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and institutional policies.
• Conduct routine audits and quality checks to ensure data integrity within admissions systems.
• Assist with records retention and records management activities.
• Support compliance with state, federal, accreditation, and institutional requirements related to admissions records.

Customer Service and Communication

• Respond to applicant inquiries regarding application requirements, deadlines, and admission procedures.
• Provide assistance to students, parents, faculty, staff, and external stakeholders regarding admissions processes.
• Answer telephone calls, emails, and in-person inquiries in a professional and courteous manner.
• Refer complex admissions, residency, or records issues to appropriate staff members.

Administrative Support

• Assist with admissions events, registration activities, and student onboarding processes as assigned.
• Support office operations through filing, document management, correspondence, and general clerical duties.
• Assist with special projects and other duties related to admissions and records operations.
• Collaborate with advising, financial aid, and other student services personnel to ensure efficient processing of student records.

Qualifications

A associates degree from an accredited institution is required. One year of full-time general clerical experience in a business office or in a service-related field is required. Ability to work non-standard and extended hours as necessary is required.

Advisory Committee: The President will appoint an Advisory Screening and Interview Committee to include representatives of the College faculty and staff. This committee will employ appropriate procedures, including the review of application packets, interviews, and demonstration of competency, to determine which applicants are to be recommended to the President for further consideration. From all the applications received, a screening committee will select the applicants to be interviewed. Applicants must travel at their own expense for interviews that are conducted in person.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet in order to be considered for this position. A complete online application packet must be received no later than 2:00 pm, Thursday, August 27, 2026. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

1. Completed Wallace Community College online employment application
2. Current resume
3. Cover letter describing specifically how your experience and qualifications meet the required qualifications.
4. Employment verification letter(s) verifying a minimum of one year of full-time general clerical experience in a business office in a service-related field. Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature. If an employment verification cannot be obtained, i.e. business is no longer in operation, an applicant may submit copies of appointment letters or contracts or pay stubs or W-2 forms to verify the minimum required one year of experience.
5. Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum education. Transcripts may be unofficial for the application process but they must identify the applicant, institution, degree earned, and the date the degree was conferred. (A copy of the diploma will not suffice). NOTE: If employed, official transcripts will be required at that time.

Applications must be filed online at: If at any point you have problems completing your application, contact the Human Resources Department at Wallace College View phone number on click.appcast.io). Please Note: ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process.

If you need assistance scanning documents, please contact: Human Resources Monday - Thursday 7:30 am - 4:30 pm Friday 7:30 am - 2:00 pm View phone number on click.appcast.io. WE DO NOT ACCEPT FAXED OR E-MAILED application materials.

When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement. All correspondence with applicants regarding the College's search process will be sent via e-mail.

If you need technical assistance after reviewing the instructions, please contact: NEOGOV Customer Service: Monday-Friday 8:00 am - 5:00 pm PST View phone number on click.appcast.io.

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security. If you have a disability and require accommodations, please notify us at View phone number on click.appcast.io. Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees. The College reserves the right to withdraw this job announcement at any time prior to the awarding.