Admissions & Records Specialist

Under general supervision, the Admissions and Records Specialist provides assistance to students, faculty and staff regarding student admission. Employees in this classification perform administrative and clerical work. Position is responsible for providing assistance and information to students, processing admission applications, high school and college transcripts and evaluations.

• Provides assistance to students, faculty, and staff regarding policies and procedures for admissions, and all other functions related to the Admissions Office.
• Processes a variety of documentation associated with department operations, within designated time frames and per established procedures.
• Processes applications for admission; mails/emails acceptance letters and admission packets; creates permanent academic files for new students; maintains applicant records including transcripts from other schools.
• Responds to inquiries and telephone inquiries from applicants; facilitates the admission process for students.
• Evaluates High School and College Transcripts.
• Performs data entry tasks related to all documents received by the Admissions Office, including transcripts received; enters, encodes, and verifies data in computer.
• Prepares or completes various forms, reports, correspondence, lists, acceptance letters, admission packets, official transcripts, or other documents.
• Receives various forms, reports, correspondence, admission applications, transcripts from other schools, policies, procedures, catalogs, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, or other software programs.
• Maintains computerized and/or hard-copy file systems of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.
• Communicates with supervisor, employees, other departments, college officials, faculty, staff, students, applicants, graduates, other educational institutions, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, stuffing envelopes, preparing mass mailings, processing incoming/outgoing mail, verifying data.
• Provides assistance to other employees or departments as needed.

• Every role contributes to student success.
• We treat one another with respect and work together as one team.
• We embrace creativity, adaptability, and new ideas to stay relevant.
• We act with integrity, accountability, and responsible stewardship.
• We put students first, designing programs and services that help them thrive in college, career and life.

• Associate’s degree in Business Administration, Office Administration or related field
• At least one year’s experience or training in office administration

Experience in a community college or educational setting

Primarily performed in a professional office environment. The position involves frequent interaction with students, faculty, staff, and the public. Duties require attention to detail, the ability to manage multiple tasks, and consistent adherence to confidentiality and accuracy standards.

• Ability to sit for extended periods while performing computer and clerical work.
• Frequent use of hands for keyboarding, data entry, and handling documents.
• Occasional lifting or carrying of files, records, or supplies up to approximately 15–20 pounds.
• Ability to communicate effectively in person, by telephone, and electronically

Standard schedule, Monday – Friday;
Occasional extended hours may be required during peak registration, grading or graduation periods.