PT Admissions Records Specialist - CCP

DEFINITION

The Educational Partnerships Office is searching for a team member who will be tasked with the daily operation of Career and College Promise (dual enrollment and early college) records processing. This position ensures data entry is completed in a timely manner and is accurate and complete. Successful candidates will have strong organizational skills, attention to detail, and ability to multi-task in a fast paced, high volume admission-processing center.

• Receives supervision from the Dean of Advising and Educational Partnerships.
• This position does not supervise other positions.

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 online portal into 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.
• Assist with corrections required for state reports i.e. CRPFA and ICR in regards to CCP students.
• Assist the CCP team with any questions about students. Ex.:
  Name changes, student application status, if they have applied or been moved to student, etc. Correct errors in the students account and address or seek help in finding missing documents, etc.
• Respond to internal and external customer requests via phone, e‑mail, and in‑person.
• Provide coverage for Enrollment Services at front counters as needed.
• Participate actively in departmental staff meetings.

• Assist staff and students with various support tasks including accessing computerized information.
• Perform other related duties and responsibilities as required.

• FERPA Law.
• Microsoft Office software including Word and Excel.
• Principles and procedures of record keeping.
• Excellent spelling, grammar and punctuation skills.
• Modern office procedures, methods and computer equipment.

• Interpret and apply the policies and procedures of the function to which assigned.
• Ability to stand or sit for extended periods of time and able to operate assigned equipment.
• Perform general secretarial and clerical activities including the maintenance of appropriate files and the compilation of information for reports.
• Type and word process at a speed necessary for successful job performance.
• Respond to routine inquiries and requests for information.
• Communicate clearly and concisely, both orally and in writing.
• Work independently in the absence of supervision.
• Establish and maintain cooperative-working relationships with those contacted in the course of work.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Associate degree or one year of experience in Student Services or related field.

• Excellent written, verbal and interpersonal communication skills.
• Excellent computer and technical skills.

• Experience working in post‑secondary student services preferred.
• Document imaging and Ellucian Colleague experience is highly preferred.

• 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 the highest level of education is a 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.