Admissions & Records Specialist

* Supports major functions of the Admission & Records Office, including student records, reporting, and database management.

* MIDSAR
19410

* Mid
- Management, Level III

* Non-Exempt, Bargaining Unit

* Reports to:

Director of Advising/Registrar

* Principal Working Relationship:
Students, Student Success Advocates, Faculty, Student Development Team, Coordinator of Career Development

* Maintain and manage student academic records, including attendance, mid-term notices, final grades, grade changes, and military education reporting.

* Monitor grading deadlines and follow up with instructors and deans as needed. (ie. attendance, mid-terms, in completes, and final grades)

* Monitor late attendance, mid-term, and final grades and notify appropriate deans.

* Enter grade changes as appropriate based on College policies.

* Process applications for limited-enrollment programs, prepare selection committee reports, and support admissions decisions. Enter application material into the College software, send student emails and letters, and update records as new information is received.

* Process outgoing and incoming transcripts daily following established procedures.

* Collaborate with recruitment staff and enter test scores, update course placement, upload student documents, and update student checklists using the college's CRM (Slate).

* Respond via phone, texting, email, and mail to applicants, current students, and alums concerning their academic records.

* complete enrollment verifications, student loan deferments, and letters of attendance.

* Run and prepare department Colleague/Informer queries.

* Maintain student academic records. In cooperation with the Director of Advising/Registrar, ensure academic records are retained, digitized, backed up, and disposed of according to state, federal, and institutional regulations.

* Daily, update student address and residency information in coordination with Financial Aid and Business Office staff: ensure residency rules are appropriately applied under ICCB residency policies and cooperative agreements.

* Participate in preparing and submitting required reports related to enrollment, graduation, and gainful employment, including National Student Clearinghouse, NSLDS, and NJCAA certifications and reporting.

* Create and maintain Admission and Records forms.

* Process incoming forms for department and student requests.

* Manage inventory of admission and records equipment, supplies, and re-orders when necessary, including but not limited to transcript paper, diplomas, and covers.

* Cross-train on all functional areas of the Admission and Records office.

* Perform general office duties, including mail processing, filing, scanning, shredding, and data entry.

* Other duties as assigned.

Assist with

* planning and execution of graduation ceremonies.

* training and supervising student employees.

* campus communication related to key deadlines and student services, including registration dates, financial aid and tuition deadlines, tutoring services, career services, and other important information.

* responding to requests from external entities, including auditors, and preparing reports as needed.

* re-enrolling students dropped from courses as directed.

Risk-management and loss-prevention activities

* Maintain a working knowledge of the college's emergency procedures and actively participate in the college risk-management program.

* Monitor conditions, events and circumstances that present risk to the college community. Intervene and/or report as specified in the college's risk-management plan.

* Associate degree or 60 semester hours of college credit required. Bachelor's degree preferred.

* Minimum of two years related experience preferred.

* Working knowledge of computer systems and software, including spreadsheets and word processing, and database management.

* The ability to communicate successfully and respectfully with individuals with diverse backgrounds.

* Must possess strong oral and written communication skills and provide excellent customer service.

* Good spelling, grammar, and proofreading skills.

* Must be able to work well under pressure. Complete tasks efficiently and independently.

* Must be able to perform in an effective and ethical manner including maintaining confidentiality to ensure that job duties are met within guidelines of policies, procedures and regulations.

* Spanish or French proficiency preferred.

* Basic dexterity skills (computer work, telephoning, and other office equipment).

* General physical effort required includes sitting, bending, reaching, and some lifting (20lbs or less) and the ability to place a work order for anything over that limit