Admissions and Records Specialist

Admissions & Records Specialist

As directed by the assigned supervisor or administrator, coordinate and perform specialized duties related to admissions, registration, residency, special student applications and maintenance of student records requiring knowledge of State requirements affecting District funding; provide direct support to faculty, staff and community partners on designated assignments.

The Admissions & Records Specialist performs a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents. Incumbents work under general supervision. The Senior Admissions & Records Technician oversees office activities during an evening shift. Incumbents work independently in the preparation, distribution, review, verification and processing of student petitions and grade, temporary, permanent, drop and positive attendance rosters.

Oversee and provide admission, registration, and enrollment support for a variety of special programs; coordinate the processing and reviewing of admissions applications and other related documents; review for completeness, accuracy, and compliance to state and federal standards; work confidentially with student records. Disseminate and verify a variety of forms, applications and paperwork related to student petitions and instructor rosters; research, compile, assemble and verify related information as needed;

review returned rosters for accuracy and completeness; notify students of petition resolutions and implement related recommendations. Prepare and conduct workshops and formal presentations for an assigned program to local community organizations, private and public schools and other recruiting sources as directed; conduct on-campus tours for potential students and parents; attend job and college fairs and other events to promote SBCC programs and services.

Perform a variety of clerical duties related to assigned functions; answer telephones; greet and assist students and other visitors; prepare and distribute forms, correspondence and other documents as needed; pick up, sort and distribute mail as required; prepare bulk mailings as assigned. Assist students with completing forms and applications as needed; assist with resolving student application, enrollment and registration issues, conflicts and discrepancies;

contact students, other departments and outside agencies to request and verify transcripts and information as needed, goals, progress, information, time sheets and assigned activities; conduct surveys and analyze related data for various program requirements; establish and maintain filing systems.

Collaborate with Dual Enrollment Programs Office, develop and maintain partnerships with K-14 schools; review and process all applicable mandatory dual enrollment forms; communicate changes in the policies/procedures;
Prepare, process, and transmit enrollment and degree verification request from student's, other educational institutions and agencies; ensure that proper releases and FERPA laws/regulations are on file. Process all incoming and outgoing official transcripts; work with internal departments or other third party transcript companies to fulfill requests and troubleshoot any related issues. Review incoming admissions applications and troubleshoot issues related to imported data, prior records or duplicate applications;

communicate with other departments research and resolve discrepancies. Input enrollment data into an assigned computer system; establish and maintain automated records and files; assure accuracy and completeness of input data; review and resolve fraud related issues; initiate queries and generate computerized reports as required. Confer with students, parents, personnel and the community to exchange information and resolve issues or concerns regarding program activities and student progress;

initiate and receive phone calls; respond to inquiries and provide information. Recruit, train and provide work direction as authorized to assigned staff, student workers, peer advisors, consultants or other personnel assigned to the program; coordinate and schedule work hours and complete timesheets as assigned; assign duties and review work for accuracy and completeness. Participate in a variety of other assigned activities such as assisting with registration functions, depositing funds, processing grades, maintaining office supply inventory, verifying athletic eligibility and processing subpoena requests.

Collaborate Information Technology Department for related process or document improvement initiatives; participate in testing, feedback, development and implementation of new processes and forms or workflow. Communicate in person, telephone, or email with students, faculty, staff, and the public to explain and assist with fees, student records, enrollment, and registration procedures in accordance with District, state, and federal rules, regulations, policies and…