Admissions Records Specialist

Responsibilities

• processing records
• entering data
• resolving discrepancies

Requirements

• Associate degree or one year of Student Services experience

• Requires recordkeeping

• Microsoft Office

• Communication

• Clerical

• Data-entry, and computer skills. FERPA knowledge required

• Document imaging experience preferred

• Technical tools mentioned

• Microsoft Word

• Microsoft Excel

• document imaging system

• Ellucian Colleague

• DocuSign

• CrossConnect

• About the Department

• DEFINITION

• The Career & College Promise (CCP) Admissions Records Specialist is responsible for managing the daily processing of CCP records, including dual enrollment and early college programs. This role ensures the accurate and efficient handling of student admission documents, data entry, and record verification while maintaining compliance with institutional policies.

• Key responsibilities include downloading and importing applications, managing admissions workflows, resolving discrepancies, and assisting with state report corrections and audits. The specialist also supports the CCP team by responding to inquiries, correcting student record errors, and providing customer service via phone, email, and in person. With a strong emphasis on accuracy, timeliness, and data integrity, this position plays a critical role in maintaining seamless enrollment processes.

• SUPERVISION RECEIVED AND EXERCISED

• Receives supervision from the Dean of Advising and Educational Partnerships

• This role does not include supervisory responsibilities.

• Position Duties

• ESSENTIAL AND OTHER IMPORTANT FUNCTIONS

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

• Responsible for specialized recordkeeping and reporting tasks for Educational Partnerships.

• Review documents for accuracy and completeness, scan documents, resolve discrepancies, and cross-reference data within multiple systems.

• Responsible for dual enrollment data entry, including student admission applications, high school transcripts, program approval forms, program adjustment forms, and other supporting documents.

• Download and import dual enrollment applications and transcripts from an online portal into an imaging system. Manage assigned admissions workflow within document imaging system.

• Responsible for entering CCP student enrollment packets and appropriate admission forms. Assist with reviewing and updating CCP student records.

• Work collaboratively with other members of the CCP team, ensure dual enrollment CCP students are coded in the correct pathway(s) and accurate student type codes are assigned and dated correctly.

• Process approvals and Change/Add forms for WCE pathways.

• Assist with corrections required for state reports in regards to CCP students.

• Assist with regular audit processes to ensure cleanliness of records and state compliance.

• Assist the CC