PT AOS - ENROLLMENT SERVICES SPECIALIST

Position Summary
The Administrative Office Specialist provides administrative and operational support for Enrollment Services by performing admissions, registrar, records management, and enrollment processing functions that support the College's enrollment lifecycle. The position is responsible for maintaining accurate student records, processing enrollment transactions, supporting registration and graduation activities, and ensuring compliance with institutional policies, FERP A, and applicable state and federal regulations.

Working collaboratively with Enrollment Services staff, the Administrative Office Specialist helps ensure the accuracy, integrity, and timely processing of student records while supporting institutional policies, regulatory requirements, and departmental goals. While the position interacts with students, faculty, and staff as needed, its primary focus is operational processing and administrative support rather than front-line customer service.

Essential Duties and Responsibilities

• Processes admissions applications and supporting documentation in accordance with institutional policies and procedures.
• Reviews incoming documentation for completeness and routes materials for appropriate processing.
• Maintains student records and performs data entry within the student information system.
• Assists with residency determinations and related documentation.
• Supports registration processing and enrollment transactions during peak registration periods.
• Performs quality assurance reviews to maintain the accuracy and integrity of student records.

2. Registrar and Student Records Operations

• Processes transcript requests, enrollment verifications, and other Registrar services.
• Assists with graduation processing, degree audit preparation, and academic records maintenance.
• Maintains student academic records in compliance with FERP A and institutional policies.
• Scans, indexes, and manages electronic student records within the document management system.
• Supports records retention and document management activities.

3. Provides Operational and Administrative Support

• Prepares reports, spreadsheets, correspondence, and departmental documentation.
• Performs routine data validation, reconciliation, and quality control activities.
• Maintains departmental forms, electronic resources, and operational procedures.
• Assists with events, commencement, and other Enrollment Services initiatives.
• Provides operational support for departmental projects and process improvements.

4. Provides Cross-Functional Department Support

• Collaborates with Admissions, Registrar, Financial Aid, Advising, and other campus departments to support enrollment operations.
• Responds to routine inquiries from students, faculty, and staff regarding enrollment­related processes.
• Cross-trains in multiple Enrollment Services functions to ensure continuity of operations during peak periods and staff absences.
• Performs other duties as assigned.

100% On-Site Presence

• High school diploma or GED required, Associate degree preferred

Experience

• One (1) year of progressively responsible administrative support, records management, customer service, or office operations experience required.
• Experience in higher education, enrollment services, admissions, registrar operations, or student services preferred.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Knowledge of general office procedures and administrative practices.
• Ability to prioritize multiple assignments while maintaining attention to detail.
• Strong organizational and time management skills.
• Ability to work independently while contributing to a collaborative team environment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to learn and effectively utilize student information systems, document imaging software, and other enrollment management technologies.
• Ability to establish and maintain positive working relationships with students, faculty, staff, and the public.

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