Academic Records Specialist

Position Description

The Admissions and Student Records Specialist performs a multitude of tasks to support Enrollment Services including the daily operation of admissions processing and student records. Primary responsibilities include processing admissions applications, high school and college transcripts, scanning and indexing documents, completing residency tasks, processing academic program changes and advisor assignments, processing withdrawals, and processing graduation and transfer credit documents. This position ensures data entry is completed in a timely manner and is accurate and complete. This position is responsible for assisting all current and prospective students, faculty, and staff via phone, email, and in-person. This position requires an excellent general knowledge of the College, policies and procedures, and the ability to use critical thinking skills to resolve issues.

Receives general supervision from assigned supervisor. Exercises no supervision. May assist with training new staff and coordinating workload with other staff.

Duties & Responsibilities (Essential Functions)

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Responsible for specialized record keeping and reporting tasks.
• Review documents for accuracy and completeness, code documents, resolve discrepancies, and cross-reference data within multiple systems.
• Process admissions applications for all students, including first-year, transfer, returning, and dual enrollment students.
• Process documents, including incoming and outgoing college transcripts, entering courses into Colleague, entering non-course credit, test scores, etc.
• Plan and execute tasks within the customer relationship management (CRM) system. Validate data between student information system and CRM are accurate and complete.
• Scan, image, and index prospective and current student official documents into the Imaging Software and use quality assessment methods to ensure accuracy.
• Processes student withdrawals in Colleague, researches and resolves withdrawal issues and ensures documents are imaged to the student's record in the imaging software.
• Assist in processing Enrollment Verifications for students or third parties ensuring adherence to FERPA.
• Assist students, faculty, staff, and customers with a variety of Admissions and Registration items at the Enrollment Services counter as needed. Also uses best practices to triage and guide potential students toward next steps in admissions, registration, or other college needs.
• Explains catalog policies to students in a positive manner.
• Complete assigned graduation and transfer credit/evaluation tasks.
• Assist students in the Enrollment Center with activities such as admissions requirements and applications; placement testing and transcripts; admissions status; residency; student forms; and self-service.
• Manage assigned email accounts and participate actively in department meetings and trainings.

Other Important Functions:

• Ability to multitask, prioritize, and exercise critical thinking skills.
• Maintain awareness of new releases in Colleague, Softdocs imaging software, and CRM software; incorporate any new upgrades into daily workflow.
• Assist with training new staff as needed.
• Assist in the promotion, planning, and coordination of activities and events sponsored by Student Services.
• Serve on College Committees as requested.
• Perform other related duties and responsibilities as required.
• Some travel may be required to assist with college-related events.

Qualifications

Qualifications:

Knowledge of:

• FERPA law (Family Educational Rights and Privacy Act)
• Microsoft Office software including Word and Excel.
• Google Suite (Docs, Sheets, etc.)
• Principles and procedures of record keeping.
• Excellent spelling, grammar and punctuation skills.
• Modern office procedures, methods and computer equipment.
• Basic knowledge of document imaging and retrieval.

Ability To:

• Maintain effective audio-visual discrimination and perception needed for:
  1. making observations
  2. communicating with others
  3. reading and writing
  4. operating assigned equipment
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. standing or sitting for extended periods of time
  2. operating assigned equipment
• Communicate clearly and concisely, both orally and in writing.
• Maintain mental capacity, which allows the capability of:
  1. making sound decisions and using good judgment
  2. exercising initiative in the completion of work
  3. maintaining confidentiality as appropriate
  4. answering questions
  5. demonstrating intellectual capabilities
• Coordinate work assignments with others.
• Work independently in the absence of supervision.
• Establish and maintain cooperative working relationships with those contacted in the course of work.

Experience and Training Guidelines:

Minimum Education/Training:

• High school diploma (or equivalent)

Minimum Experience:

• Experience in a college setting, preferably admissions and/or registrar, or experience working with complex data systems (entering and maintaining data, and reviewing reports), and customer service.

Preferred Education/Training, Experience, Skills:

• Associates Degree preferred.
• Ellucian Colleague or other Integrated Data System, CRM software, and document imaging experience is preferred.

Supplemental Information

Special Instructions to Applicants:

• 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