Admissions and Records Specialist

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

Job summary

University of the Pacific is seeking an Admissions and Records Specialist for the Department of Nursing. The role oversees admissions, records, and related administrative functions, serving as a primary resource for students, faculty, staff, and external stakeholders.

Responsibilities include managing systems, ensuring data integrity, and supporting recruitment, enrollment management, and student success. The position requires independent judgment, cross-functional collaboration, and leadership

Qualifications

• Bachelor's Degree.
• 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.

Responsibilities

• Oversee admissions, records, and related administrative functions for the Department of Nursing.
• Lead admissions policies, procedures, and compliance aligned with university policies and accreditation.
• Coordinate admissions systems (NursingCAS, WebAdmit) and applicant communications.
• Provide analysis and recommendations on enrollment trends and process improvements.
• Support recruitment, enrollment management, student success, and department objectives.

Education

Bachelor's Degree

Tools

Microsoft Office

Banner

SharePoint

Job description

Admissions and Records Specialist

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

Essential Functions

Admissions Leadership and Administration

• Manage and oversee all aspects of the admissions process forthe Department of Nursing's Entry Level Master of Science inNursing and Master of Science in Midwifery programs, includingadmissions policies and procedures, application review and trackingthrough NursingCAS and WebAdmit, applicant communications,candidate evaluation and ranking, recruitment reporting, andcompliance with applicable laws, regulations, professionalstandards, and accreditation requirements.
• Exercise independent judgment in interpreting and applyingadmissions criteria, evaluating complex applicant situations, anddeveloping recommendations regarding applicant eligibility andadmission decisions.
• Provide analysis and recommendations to program leadershipregarding admissions trends, applicant qualifications, enrollmentprojections, and process improvements.
• Develop, interpret, implement, evaluate, and recommendrevisions to admissions policies, procedures, criteria, andpractices in alignment with university policies, programrequirements, professional standards, applicable laws andregulations, and accreditation expectations.
• Lead the development and continuous improvement of applicantreview, evaluation, interview, ranking, and selection processes,ensuring consistency, transparency, equity, and alignment withprogram outcomes.
• Serve as a standing member of the Admissions Committee andprovide leadership and guidance to faculty and staff in theconsistent implementation of admissions policies, procedures, andevaluation processes.
• Serve as the department's primary resource for prospectiveapplicants, admitted students, and external constituents regardingadmissions requirements, processes, and program information.

Recruitment, Outreach, and Communications

• Develop, implement, and evaluate recruitment, marketing,outreach, and communication strategies designed to attract adiverse and qualified applicant pool and support enrollmentobjectives.
• Lead recruitment activities, admissions interviews, admittedstudent days and special events, ensuring alignment withdepartmental objectives and strategic priorities.
• Manage the Department of Nursing's admissions andrecruitment-related social media, website, and digitalcommunications, developing content and strategies that supportrecruitment, admissions, student engagement, alumni relations, andprogram visibility.
• Develop and maintain positive relationships with alumni andexternal constituents and identify opportunities to strengthenengagement, recruitment, mentoring, student support, and programvisibility.
• Lead the development and implementation of alumni engagementinitiatives, including recruitment activities, mentoring andstudent support opportunities, alumni communications, andcollection of content for alumni newsletters and other departmentalcommunications.

Records, Compliance, and Student Support

• Provide strategic oversight of official student and alumnirecords, ensuring accurate, complete, secure, and confidentialmanagement through electronic filing, indexing, tracking,retention, reporting, and production in accordance with universitypolicies and applicable laws and regulations.
• Establish, evaluate, and continuously improve recordsmanagement processes to maintain the integrity, security,accessibility, and confidentiality of student and alumniinformation.
• Oversee and monitor student compliance with pre-matriculation,enrollment, and clinical onboarding requirements, including theevaluation of complex compliance issues and development ofrecommendations for resolution.
• Provide leadership and oversight for admissions andrecords-related compliance requirements, ensuring departmentalpractices remain consistent with university policies, applicablelaws and regulations, professional standards, and accreditationexpectations.
• Oversee the development, organization, maintenance, and ongoingcontent management of the admitted student Canvas page to providecentralized and accurate information, resources, communications,onboarding requirements, deadlines, and next steps for newlyadmitted students.
• Lead the evaluation and interpretation of regulatory,accreditation, and compliance requirements and recommendoperational or policy changes needed to maintain compliance andreduce risk.

Data, Assessment, and Planning

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

Departmental Operations and Events

• Support the planning, coordination, and execution ofdepartmental events and initiatives, including recruitmentactivities, orientations, alumni events, ceremonies, and specialprograms.
• 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, andinclusion is foundational to the success of our valued students andemployees. We prioritize policy and decision-making thatdemonstrates awareness of, and responsiveness to, the wayssocio-cultural forces related to race, gender, ability, sexuality,socio-economic status, etc. impede or propel students, faculty, andstaff.

Minimum Qualifications

• Bachelor's Degree.
• Two (2) years of related administrative supportexperience.
• Two (2) years of direct experience in admissions, includingapplicant assessment within a nursing program or similarprofessional education program.

Preferred Qualifications

• Master's Degree.
• Three (3) years of experience in higher education admissions,recruitment, marketing, student services, or administrativesupport.
• Excellent written, verbal, interpersonal, customer service, andorganizational skills.
• Demonstrated ability to manage multiple priorities and meetdeadlines.
• Proficiency with Microsoft Office, Banner, SharePoint, andrelated systems.
• Commitment to diversity, equity, inclusion, and culturallyresponsive practices.
• Ability to maintain confidentiality and adapt to emergingtechnologies.
• Experience and sensitivity in working with people of diversebackgrounds and cultures.
• Demonstrated experience in advancing social justice, equityand inclusion in a university setting.
• Ability to engage and integrate culturally responsive practicesand knowledge in their work.

Physical Requirements

The physical demands described here are representative but notdefinitive of those that must be met by an employee to successfullyperform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilitiesto 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 andorganizational considerations when extending an offer.

Background Check Statement

All applicants who receive a conditional offer of employment arerequired to execute a release and authorization for a backgroundscreening.

AB 810 Misconduct Disclosure Requirement:University of the Pacific complies with California Assembly Bill810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoingproceedings, allegations, resignations under investigation, orappeals related to sexual harassment or misconduct within the pastseven years.