Admissions & Records Specialist

1. Implement the established procedures for recording attendance, mid-term notices, and final grades. Notify instructors of upcoming deadlines for attendance, mid-terms, incompletes, and final grades. Monitor late attendance, mid-term, and final grades and notify appropriate deans.
2. Process and maintain applications for limited enrollment programs. Enter application material into the College software, send student emails and letters, and update records as new information is received. Prepare a report for the selection committee. Provide support for limited enrollment program admissions processes.
3. Process outgoing and incoming transcripts daily following established procedures.
4. Collaborates with recruitment staff and is responsible for entering test scores, updating course placement as applicable, uploading student documents, and updating student checklists using the college’s CRM (Slate).
5. Responds to applicants, current students, and alums concerning their academic records. Communicate with students and alumni via phone, texting, email, and mail.
6.  Prepare statistical reports for the department using Colleague queries.
7.  Verifies enrollment for student loan deferments, enrollment verifications, and letters of attendance.
8. Serve as backup for Student Services front desk, including greeting visitors and assisting with scheduling student appointments. 
9. Maintain student academic records. In cooperation with the Director of Advising/Registrar, ensures that records are retained and disposed of according to appropriate timelines and manners of disposal per State, Federal, and institutional regulations. Ensures academic records and historical data are maintained and backed up on secure devices/servers.  
10. Enter grade changes and change incomplete grades as appropriate based on College policies. Assist with enrolling students.
11. Maintain grades for military databases, such as Army and Air Force.
12. On a daily basis, query and update any address changes. Work cooperatively with the Financial Aid and Business Office to ensure residency rules are appropriately applied under ICCB residency policies and cooperative agreements. 
13. Create and maintain Admission and Records forms. Update the Admission and Records web pages.
14. Manage inventory of admission and records equipment, supplies, and re-orders when necessary, including transcript paper, diplomas, and covers.
15. Cross-train on all functional areas of the Admission and Records office. Back up essential functions, including filing required reports with National Student Clearinghouse, NSLDS, and NJCAA entities.
16. General Office duties, copying, phone, filling, scanning, shredding, and data entry.
17. Other duties as assigned.

1. Training and supervision of student employees.
2. Graduation ceremonies, both in planning and execution.
3. Departmental assessment and establishment of key performance indicators based on the strategic plan.
4. Admission & Records Office for external entities, including institutional auditors, preparing reports as necessary.

1. Actively participate and carry out activities related to and in support of the College’s Risk Management Program in a capacity appropriate to this position. 
2. Monitor conditions, events, and circumstances present in the college operation to avoid potential torts or injuries to students, staff, or the general public, and then communicate observations to the appropriate supervisor and/or Risk Management Committee.
3. Maintain a working knowledge of the college’s emergency procedures and how to operate emergency phone systems; including internal/external call boxes.

1. High school diploma or GED required. Associate degree or 60 semester hours of college credit preferred. 
2. Minimum of two years related experience preferred.
3. Working knowledge of computer systems and software, including spreadsheets and word processing, database management, and web page management.
4. The ability to communicate successfully and respectfully with individuals with diverse backgrounds.
5. Must possess strong oral and written communication skills and provide excellent customer service.
6. Good spelling, grammar, and proofreading skills.
7. Must be able to work well under pressure. Complete tasks efficiently and independently.
8. Must be able to perform in an effective and ethical manner including maintaining confidentiality to assure that job duties are met within guidelines of policies, procedures and regulations.
9. Spanish or French proficiency preferred.

1. General physical efforts required includes sitting, bending, reaching, and some lifting.
2. Some lifting required (20 lbs. or less) for event materials or other activities and ability to place work orders for anything over that limit.
3. Basic dexterity skills (computer work, telephone, and other office equipment).

Salary : $34,090 - $35,010