Columbia Southern University
Job Description
Job Title: Admissions Support Specialist
Department: Admissions
Reports to: Manager of Admissions and/or Director of Admissions
FLSA: Non-Exempt
Hours: Monday through Friday 8:00 AM CST to 5:00 PM CST
Location: Orange Beach, AL
Last Updated: January 24, 2025
Job Summary
Under the administrative direction of the Manager of Admissions and/or the Director of Admissions, the Admissions Support Specialist performs a full range of customer service-oriented telephone and email support activities, reporting, and auditing of files. Responsibilities include accuracy in gathering, sorting, researching, examining, and processing documents. Processing includes responding to and entering data into an internal database to provide timely and accurate information on the status of documents and/or reports. Performs other related duties as assigned, including, but not limited to, various administrative tasks. Qualified applicants must be flexible and adaptable to changing environments. This position is non-exempt and eligible for overtime.
Essential Job Tasks Additional duties may be assigned.
Incoming Documents:
- Receive and process incoming documents and requests via email, fax, upload, and postal mail to assist prospective students in gaining admission to the university within compliance standards set forth by the department and university.
- Assist in monitoring potential fraudulent activity and collecting identification documents in an effort to protect the identity of current and prospective students to mitigate potential fraudulent activity.
- Develop and maintain positive customer service relations and coordinate with various departments within the university to ensure customer requests are handled appropriately, accurately, and in a timely manner.
- Promote, maintain, and enhance workplace culture within the Admissions Department and the university.
- Complete additional duties as assigned in order to meet the needs of the department and the university.
Institutional Calling:
- Follow up on transcript requests and communicate needs to current and prospective students, and other institutions in an effort to obtain transcripts while working within compliance standards set forth by the department and university.
- Confirm contact and transcript ordering information, and maintain positive relationships with other institutions to ensure that transcript request processes are consistent and effective.
- Develop and maintain positive customer service relations and coordinate with various departments within the university to ensure customer requests are handled appropriately, accurately, and in a timely manner.
- Promote, maintain, and enhance workplace culture within the Admissions Department and the university.
- Complete additional duties as assigned in order to meet the needs of the department and the university.
TRS - Transcript Request Service Processing:
- Research ordering information and request transcripts on behalf of current and prospective students in order to provide an evaluation of transfer credit and meet admission requirements while working within compliance standards set forth by the department and university.
- Communicate additional needs or issues with current and prospective students that are necessary to complete transcript requests and gain admission to the university.
- Maintain internal institution database by updating contact and transcript ordering information regularly to ensure that transcript request processes are consistent and effective.
- Develop and maintain positive customer service relations and coordinates with various departments within the university and outside entities to ensure customer requests are handled appropriately, accurately, and in a timely manner.
- Promote, maintain, and enhance workplace culture within the Admissions Department and the university.
- Complete additional duties as assigned in order to meet the needs of the department and the university.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge, Skills, & Abilities Knowledge
- English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Computer - Knowledge of basic computer processes including word processing, email, and web browsing. Proficiency using Microsoft Office Products (Word, Excel, and Outlook).
- Clerical - Knowledge of office administrative procedures including managing files and records, typing, and other office procedures.
- Customer and Personal Service - Knowledge of principles and processes for providing future students with personal services. This includes customer needs assessment, meeting quality standards for service, and evaluation of customer satisfaction.
Skills
- Problem Solving - Identifies, researches, and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Dependability - Follows instructions and responds to management directions; Takes responsibility for own actions; Arrives to work as scheduled; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
- Adaptability - Adjusts behavior and maintains composure when confronted with changing circumstances.
- Time Management - Manages one’s own time to accomplish assigned tasks.
Abilities
- Written Expression - The ability to communicate information and ideas in writing so others will understand.
- Written Comprehension - The ability to read and understand information and ideas presented in writing.
- Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
- Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
Education & Experience
- High school diploma or the equivalent is required.
Equipment Used
- Office equipment including computers, telephones, printers, faxes, and copiers
- Software used includes Microsoft Word, Excel, Outlook, Blackboard, and internal database software.
- Reliable and secure internet is required for this position.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The telework position should have an established office with secure and reliable internet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. When working onsite the environment is climate-controlled within a cubicle setting, mostly sedentary with frequent sitting, occasional walking and lifting, and frequent near vision use for reading and computer use. The noise level is generally moderate.
Supervisory Responsibilities
There are no supervisory responsibilities for this position.
Pay Transparency Statement
In accordance with applicable state and local pay transparency laws, applicants who reside in a jurisdiction with designated pay transparency requirements and for whom this position is available on a remote basis may be entitled to receive additional information regarding the compensation range and benefits associated with this role. Such information will be provided upon request, as required by law. Please contact
[email protected].
