Admissions and Records Specialist

University of the Pacific; Sacramento (CA); On-site; USD 70,000 - 73,000; Full time

Job summary

University of the Pacific is seeking an Admissions and Records Specialist in Sacramento within the Department of Nursing. The role focuses on overseeing admissions, records, and related administrative functions, ensuring data integrity and regulatory compliance while supporting recruitment, enrollment management, student success, and departmental priorities.

The position requires experience in admissions, including applicant assessment within nursing education, and collaboration with faculty,

Qualifications

• Two years of related administrative support experience.
• Two years of direct experience in admissions, including applicant assessment within a nursing program or similar professional education program.

Responsibilities

• Oversee admissions processes for the nursing programs, including applicant review and tracking.
• Ensure data integrity and compliance in admissions and records systems.
• Provide leadership and guidance to staff regarding admissions policies and evaluation processes.
• Support recruitment, enrollment management, and student engagement initiatives.

Skills

Administrative support

Admissions experience

Microsoft Office

Banner

SharePoint

Education

Master’s Degree

Tools

Banner

SharePoint

Microsoft Office

Job description

Admissions and Records Specialist

Posting Details

Job Title Admissions and Records Specialist

Union Level

Department Nursing

Campus Sacramento

Posting Number 201304377P

Full or Part Time Full Time

Number of Months 12

Work Schedule

Position End Date

Open Date

Close Date

Open Until Filled No

Special Instructions to Applicants For Applicants Seeking Job Opportunities within the University Internal: Internal applicants will be considered within the first five (5) business days of the posting period. External: External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship This position is not eligible for a visa sponsorship now or in the future.

Primary Purpose The Admissions & Records Specialist oversees admissions, records, and related administrative functions for the Department of Nursing. The position serves as a key resource for students, faculty, staff, and external stakeholders; manages admissions and records systems; ensures data integrity and regulatory compliance; and supports recruitment, enrollment management, student success, and departmental objectives. The incumbent exercises independent judgment, resolves complex matters, leads cross-functional initiatives, and collaborates with internal and external partners to advance operational excellence and institutional priorities. The position represents the Department of Nursing in matters related to admissions, recruitment, enrollment, records, compliance, and student engagement.

Essential Functions

Admissions Leadership and Administration Manage and oversee all aspects of the admissions process for the Department of Nursing’s Entry Level Master of Science in Nursing and Master of Science in Midwifery programs, including admissions policies and procedures, application review and tracking through NursingCAS and WebAdmit, applicant communications, candidate evaluation and ranking, recruitment reporting, and compliance with applicable laws, regulations, professional standards, and accreditation requirements. Exercise independent judgment in interpreting and applying admissions criteria, evaluating complex applicant situations, and developing recommendations regarding applicant eligibility and admission decisions. Provide analysis and recommendations to program leadership regarding admissions trends, applicant qualifications, enrollment projections, and process improvements. Develop, interpret, implement, evaluate, and recommend revisions to admissions policies, procedures, criteria, and practices in alignment with university policies, program requirements, professional standards, applicable laws and regulations, and accreditation expectations. Lead the development and continuous improvement of applicant review, evaluation, interview, ranking, and selection processes, ensuring consistency, transparency, equity, and alignment with program outcomes. Serve as a standing member of the Admissions Committee and provide leadership and guidance to faculty and staff in the consistent implementation of admissions policies, procedures, and evaluation processes. Serve as the department’s primary resource for prospective applicants, admitted students, and external constituents regarding admissions requirements, processes, and program information.

• Manage and oversee all aspects of the admissions process for the Department of Nursing’s Entry Level Master of Science in Nursing and Master of Science in Midwifery programs, including admissions policies and procedures, application review and tracking through NursingCAS and WebAdmit, applicant communications, candidate evaluation and ranking, recruitment reporting, and compliance with applicable laws, regulations, professional standards, and accreditation requirements.
• Exercise independent judgment in interpreting and applying admissions criteria, evaluating complex applicant situations, and developing recommendations regarding applicant eligibility and admission decisions.
• Provide analysis and recommendations to program leadership regarding admissions trends, applicant qualifications, enrollment projections, and process improvements.
• Develop, interpret, implement, evaluate, and recommend revisions to admissions policies, procedures, criteria, and practices in alignment with university policies, program requirements, professional standards, applicable laws and regulations, and accreditation expectations.
• Lead the development and continuous improvement of applicant review, evaluation, interview, ranking, and selection processes, ensuring consistency, transparency, equity, and alignment with program outcomes.
• Serve as a standing member of the Admissions Committee and provide leadership and guidance to faculty and staff in the consistent implementation of admissions policies, procedures, and evaluation processes.
• Serve as the department’s primary resource for prospective applicants, admitted students, and external constituents regarding admissions requirements, processes, and program information.

Recruitment, Outreach, and Communications

• Develop, implement, and evaluate recruitment, marketing, outreach, and communication strategies designed to attract a diverse and qualified applicant pool and support enrollment objectives.
• Lead recruitment activities, admissions interviews, admitted student days and special events, ensuring alignment with departmental objectives and strategic priorities.
• Manage the Department of Nursing’s admissions and recruitment-related social media, website, and digital communications, developing content and strategies that support recruitment, admissions, student engagement, alumni relations, and program visibility.
• Develop and maintain positive relationships with alumni and external constituents and identify opportunities to strengthen engagement, recruitment, mentoring student support, and program visibility.
• Lead the development and implementation of alumni engagement initiatives, including recruitment activities, mentoring and student support opportunities, alumni communications, and collection of content for alumni newsletters and other departmental communications.

Records, Compliance, and Student Support

• Provide strategic oversight of official student and alumni records, ensuring accurate, complete, secure, and confidential management through electronic filing, indexing, tracking, retention, reporting, and production in accordance with university policies and applicable laws and regulations.
• Establish, evaluate, and continuously improve records management processes to maintain the integrity, security, accessibility, and confidentiality of student and alumni information.
• Oversee and monitor student compliance with pre-matriculation, enrollment, and clinical onboarding requirements, including the evaluation of complex compliance issues and development of recommendations for resolution.
• Provide leadership and oversight for admissions and records-related compliance requirements, ensuring departmental practices remain consistent with university policies, applicable laws and regulations, professional standards, and accreditation expectations.
• Oversee the development, organization, maintenance, and ongoing content management of the admitted student Canvas page to provide centralized and accurate information, resources, communications, onboarding requirements, deadlines, and next steps for newly admitted students.
• Lead the evaluation and interpretation of regulatory, accreditation, and compliance requirements and recommend operational or policy changes needed to maintain compliance and reduce risk.

Data, Assessment, and Planning

• Analyze, maintain, and report admissions, recruitment, application, matriculation, student records, and accreditation-related data to support assessment, planning, enrollment management, and decision-making.
• Establish and evaluate data tracking, reporting, and documentation methodologies that support long-term admissions planning, program assessment, compliance, and continuous improvement.
• Analyze admissions, enrollment, retention, and applicant data to identify trends and develop recommendations that support planning and enrollment strategy

Departmental Operations and Events

• Support the planning, coordination, and execution of departmental events and initiatives, including recruitment activities, orientations, alumni events, ceremonies, and special programs.
• Collaborate with faculty, staff, university departments, alumni, and external constituents to advance admissions, recruitment, student engagement, and departmental priorities.
• Perform other duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications

• Two (2) years of related administrative support experience.
• Two (2) years of direct experience in admissions, including applicant assessment within a nursing program or similar professional education program.

Preferred Qualifications

Master’s Degree. Three (3) years of experience in higher education admissions, recruitment, marketing, student services, or administrative support. Excellent written, verbal, interpersonal, customer service, and organizational skills. Demonstrated ability to manage multiple priorities and meet deadlines. Proficiency with Microsoft Office, Banner, SharePoint, and related systems. Commitment to diversity, equity, inclusion, and culturally responsive practices. Ability to maintain confidentiality and adapt to emerging technologies. Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

• Three (3) years of experience in higher education admissions, recruitment, marketing, student services, or administrative support.
• Excellent written, verbal, interpersonal, customer service, and organizational skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, Banner, SharePoint, and related systems.
• Commitment to diversity, equity, inclusion, and culturally responsive practices.
• Ability to maintain confidentiality and adapt to emerging technologies.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hiring Range $70,304 - $73,408

We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening. AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

Anti-Discrimination/EEO Policy Statement

University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor's degree? Yes No
• * Do you have two years related experience providing administrative support? Yes No
• * Do you have two (2) years of direct experience in admissions, including applicant assessment within a nursing program or similar professional education program? Yes No
• * Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Are you currently excluded from participation in federal programs (including Medicare, Medicaid, or any other federal healthcare program)? Yes No
• * Pacific participates in federal healthcare programs. As such, a required part of the hiring process is to verify that potential employees have not been excluded from participating in federal programs for mandatory exclusions (including for fraud, controlled substances crimes, patient abuse or neglect, or other program-related crimes) or for other permissive exclusions by the Office of Inspector General. A "Yes" response would be considered disqualifying. Please answer the following question accordingly: Have you received notice that you are under review for possible exclusion from any federal programs (including Medicare, Medicaid, or any other federal healthcare program)? Yes No

Applicant Documents

Required Documents Resume Cover Letter/Letter of Application Optional Documents Other Document Other Document 2

• Cover Letter/Letter of Application
• Other Document 2