Coordinator Admissions & Records

The Coordinator of Admission and Records manages the daily operations of the Records Office, including the supervision of full ? and part-time staff. Duties include incoming applications, transcript evaluation, incoming and outgoing transcripts, enrollment verification, chargeback, joint agreements, and company contracts, academic records, grades, degree audit, graduation, and allied health admission.

1. Manages and supervises the scheduling of daily responsibilities assigned to Admission and Records.

2. Manages processing functions for admission applications, records/grades, recruitment contacts, transcripts, graduation certifications, and enrollment verifications.

3. Responsible for the hiring, training, supervision, and evaluation of personnel under areas of responsibility.

4. Develops written procedures for admission and records staff, delineating specific functions, and procedures.

5. Accountable for responding to concerns and/or complaints involving areas of responsibility.

6. Evaluates and develops new program enhancements for current database programs for the admission marketing system, admission application processing, and records/grades areas.

7. Manages and maintains a system of record-keeping procedures for records, grades, termination notices, and credit midterm enrollment verifications for state reimbursement in compliances with ICCB requirement, AACRAO's Retention of Records policies and FERPA laws.

8. Manages the inventory of records-related forms, initiating reorders and revisions.

9. Updates and generates from database systems, numerous prospective student enrollment reports.

10. Monitors input and output of data to ensure both record and accuracy of all admission student-related correspondence.

11. Interfaces prospective student data with computerized application system.

12. Monitors process of correspondence letters to prospective, new and current students.

13. Monitors and updates academic curriculum and departmental contact list.

14. Develops goals, objectives, learning outcomes and activities for areas of responsibility and recommends expenditures for annual budget.

15. Assists with the implementation of various admission, records, registration, transcript evaluation, and related functions.

16. Manages the document imaging system that electronically files and retrieves record information.

17. Assists with the coordination of international education services related to admission.

18. Manages chargeback, joint agreement, and company contract activities, including related communications to students.

19. Facilitates procedures related to application for and admission into selective admission programs.

20. Supervises and coordinates the graduation process including graduation timeline, letters, marketing and diploma orders.

21. Directs and manages employees to ensure maximum productivity, efficient and effective workflow teamwork, and personal development.

22. Prepares materials and aids for use in the education and training of the college community; coordinates and participates in the delivery of training programs and workshops as appropriate.

23. Responsible for application of student residency and privacy information regulations.

24. Monitors and maintain standards of customer service for area of responsibility.

25. Serves on college-wide committees.

26. Performs other duties as assigned.  

EDUCATION: Bachelor's Degree in Education, Business, or related field. Master's Degree preferred.

EXPERIENCE: Minimum of 2 years of experience in a position with heavy customer contact, working with diverse populations, and management experience. Supervisory experience and at least one year of related community college experience.

SKILLS: Ability to work effectively with students, faculty, and community members to support a smooth transition for new students into the college community, as well as a clear understanding of enrollment functions; ability to utilize computer software and operate a computer; comprehensive knowledge of Family Educational Rights and Privacy Act (FERPA) guidelines; excellent oral and written communication skills