One Stop Generalist-Admissions and Records

Position Overview

The following is intended to describe the general nature and level of work being performed. This list of duties is illustrative only, and is not a comprehensive listing of all the functions and responsibilities performed.

Position Summary:
Provide students, visitors, faculty and staff with one-stop service by delivering accurate information on admissions, advising, financial aid, registration, and other Student Services processes, while also handling the back-office functions of the Admissions and Records office. This position reports to the Registrar.

• Provide support for all departmental functions essential to the daily operations of the Admissions & Records department, as well as activities related to the One-Stop customer service model.
• This position does not have direct supervisory responsibilities; however, strong leadership skills are beneficial for occasionally guiding others in completing assignments and cross-training full-time staff on duties specific to the role.
• Respond to phone inquiries and provide assistance with general student services questions.
• Help students with inquiries related to admissions, records, and residency requirements.
• Process both online and paper admissions applications.
• Create and send notifications to students regarding their admission status.
• Receive, scan, and index admissions and records documents, and process student registrations, including regular registrations, add/drop requests, withdrawals, change of major, and name/address updates.
• Assist with collecting, reviewing, and notifying students of the results of Academic Appeals, using the Smarter Select software.
• Additional responsibilities may include processing third-party requests for enrollment certifications, degree verifications, employment background checks, graduation application processing and auditing, and receiving and logging official transcripts from high schools and other higher education institutions.
• Provide support to front window staff as needed, based on departmental requirements.
• Perform other duties as deemed necessary or assigned.

• Create an atmosphere of effective, efficient, friendly and reliable service, offering easy access to credible information.
• Serve as the first point of contact for new students and community members, providing information on academic programs, enrollment processes, and financial services.
• Assist students with registration activities, including understanding course offerings, adding, dropping, wait listing, auditing and withdrawing from courses.
• Provide information regarding residency requirements.
• Assist students with online services.
• Verify current and prospective students' demographic information, major, and enrollment eligibility status, including any existing holds.
• Guide prospective students in determining appropriate entry level, completing admission documents, and meeting college requirements.
• Refer students and visitors to appropriate college personnel per established protocol.
• Assist in developing and updating policies and procedures, ensuring the procedures manual is current.
• Ensure all activities comply with Family Educational Rights and Privacy Act (FERPA).
• Perform duties in accordance with established practices and standards, ensuring safety and efficiency with minimal supervision.
• Support campus events (e.g., orientations; on-campus and off-campus open registration, college fairs, commencement) and assist with special projects, as needed.

• Collaborate with students, parents and college staff to explain financial aid and registration processes and requirements.
• Provide information to students and parents about financial aid, including satisfactory academic standing, financial aid requirements, and financial aid awards.
• Assist students with the financial aid process, including file completion, scholarship opportunities, and updating personal information (e.g., address, phone number, academic major).
• Distribute and assist with the completion of necessary financial aid forms, either in person, online, or via telephone.

Minimum Job Requirements:

• Associate's degree, or two years of experience in higher education or customer service, or an equivalent combination of education and experience.
• Experience in a customer service role, working with students or the general public.

• Experience working in a post-secondary educational institution.

• Proficient in operating current technology utilized by the department, including Microsoft Office, Banner, Web Xtender, telephones, fax machines, copiers, scanners, and computers.
• Strong written and verbal communication skills.
• Ability to establish and maintain positive working relationships with colleagues.
• Excellent customer service skills and a strong customer service orientation.
• Ability to manage interpersonal conflict situations with tact, diplomacy, discretion, and a positive attitude.
• Ability to interact…