Graduate Admissions and Records Analyst

Job description

TITLE: Graduate Admissions and Records Analyst                                                                                

DEPARTMENT: Office of the Registrar                                                   

REPORTS TO: Registrar


EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION: Non-exempt                          



Under the direction of the Office of the Registrar, the Graduate Admissions & Records Analyst coordinates and performs specialized duties related to admissions, registration, evaluation, residency, special student applications and maintenance of student records requiring knowledge of State requirements affecting District funding; provide work direction in related areas to all graduate students and database requirements and needs. 



  • 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.
  • Review and process appeals and priority restorations with notifications to the students.
  • 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.  Notify student of outstanding materials in accordance with District, state, and federal rules, regulations, policies and procedures.
  • Evaluate and determine residency requirements according to state and federal regulations; serve as primary resource person for students on issues of residency; interpret residency legislation to resolve complex visa and amnesty problems; approve or deny residency accordingly.  Update residency and rebill students as requested.
  • Process, review, and evaluate requests for registration, enrollment, adds, drops, grade changes, incompletes, repeat courses, and exceptions to assure completeness and compliance to District and state guidelines, policies, procedures, regulations, and laws; grant and document when appropriate; coordinate and disseminate.
  • Oversee and maintain the computerized grade and attendance collections system and forms inventory system for class reports and records; maintain student database, printers, and supplies used in grade and attendance reporting; identify and notify instructors who need to submit grades.  Prepare folders for instructors, including attendance, census, grades, and permanent class rosters.
  • Process faculty-initiated grade changes and incompletes; explain grade change policies and guidelines to staff, students, and public; maintain roster and student files with grade changes documentation.
  • Research past student records related to registration, enrollment, or educational progress as requested.
  • Assist in the selection and training of staff, student workers, and other; provide work direction and guidance.
  • Maintain a variety of files, records, and reports.  Run queries and reports as assigned.
  • Perform related duties as assigned.

    OTHER DUTIES: Perform other duties as assigned. 



    Any combination equivalent to: An Associate’s degree in liberal arts or related field and four (4) years’ experience working with records in an educational setting.  


  • Knowledge of the methods of data collection and analysis.
  • Knowledge of basic management principles and practices.
  • Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to records management practices.
  • Ability to organize data into logical format for presentation in reports, documents and other written materials.
  • Ability to understand and apply applicable rules, regulations, policies and procedures relating to records management activities.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.    

    SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibility. 



  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.

  • KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.




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    Job No:
    Posted: 10/4/2020
    Application Due: 1/15/2021
    Work Type: Full Time