DEFINITION
The Career & College Promise (CCP) Admissions Records Specialist is responsible for managing the daily processing of CCP records, including dual enrollment and early college programs. This role ensures the accurate and efficient handling of student admission documents, data entry, and record verification while maintaining compliance with institutional policies.
Key responsibilities include downloading and importing applications, managing admissions workflows, resolving discrepancies, and assisting with state report corrections and audits. The specialist also supports the CCP team by responding to inquiries, correcting student record errors, and providing customer service via phone, email, and in person. With a strong emphasis on accuracy, timeliness, and data integrity, this position plays a critical role in maintaining seamless enrollment processes.
SUPERVISION RECEIVED AND EXERCISED
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Receives supervision from the Dean of Advising and Educational Partnerships
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This role does not include supervisory responsibilities.
ESSENTIAL AND OTHER IMPORTANT FUNCTIONS
Essential and other important responsibilities and duties may include, but are not limited to, the following.
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Responsible for specialized recordkeeping and reporting tasks for Educational Partnerships.
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Review documents for accuracy and completeness, scan documents, resolve discrepancies, and cross-reference data within multiple systems.
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Responsible for dual enrollment data entry, including student admission applications, high school transcripts, program approval forms, program adjustment forms, and other supporting documents.
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Download and import dual enrollment applications and transcripts from an online portal into an imaging system. Manage assigned admissions workflow within document imaging system.
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Responsible for entering CCP student enrollment packets and appropriate admission forms. Assist with reviewing and updating CCP student records.
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Work collaboratively with other members of the CCP team, ensure dual enrollment CCP students are coded in the correct pathway(s) and accurate student type codes are assigned and dated correctly.
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Process approvals and Change/Add forms for WCE pathways.
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Assist with corrections required for state reports in regards to CCP students.
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Assist with regular audit processes to ensure cleanliness of records and state compliance.
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Assist the CCP team with any questions about students. Ex.: Name changes, student application status, if they have applied or been moved to student, etc. Correct errors in the students account and address or seek help in finding missing documents, etc.
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Respond to internal and external customer requests via phone, e-mail, and in-person.
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Provide coverage for Enrollment Services at front counters as needed.
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Participate actively in departmental staff meetings.
Other Important Functions:
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Assist staff and students with various support tasks including accessing computerized information.
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Perform other related duties and responsibilities as required.
QUALIFICATIONS:
Knowledge of:
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FERPA Law.
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Microsoft Office software including Word and Excel.
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Principles and procedures of record keeping.
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Excellent spelling, grammar and punctuation skills.
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Modern office procedures, methods and computer equipment.
Ability To:
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Interpret and apply the policies and procedures of the function to which assigned.
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Ability to stand or sit for extended periods of time and able to operate assigned equipment.
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Perform general secretarial and clerical activities including the maintenance of appropriate files and the compilation of information for reports.
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Type and word process at a speed necessary for successful job performance.
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Respond to routine inquiries and requests for information.
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Communicate clearly and concisely, both orally and in writing.
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Work independently in the absence of supervision.
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Establish and maintain cooperative-working relationships with those contacted in the course of work.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Minimum Education/Training:
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Associate degree or one year of experience in Student Services or related field.
Minimum Experience:
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Excellent written, verbal and interpersonal communication skills.
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Excellent computer and technical skills.
Preferred Education/Training, Experience, Skills:
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Experience working in post-secondary student services preferred.
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Document imaging and Ellucian Colleague experience is highly preferred.
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Familiarity with DocuSign, CrossConnect highly preferred.
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Experience reviewing documentation for CCP State compliance is highly preferred.
