Admissions and Records Technician

Santa Barbara City College; North Carolina; On-site; USD 42,000 - 56,000; Full time

Job summary

Santa Barbara City College is seeking an Admissions & Records Technician to perform clerical duties involved in reviewing, verifying, and processing student enrollment forms and documents. This role provides information to students, staff, and the public about enrollment procedures and maintains student records.

The position involves handling online enrollment, petitions, changes, and coordinating with departments to resolve discrepancies.

Qualifications

• Graduation from high school plus college-level coursework in business or related field.
• Three years of general clerical or related experience involving statistical and record-keeping.
• Strong customer service and public contact skills.
• Ability to work evenings and weekends for special events.

Responsibilities

• Review and process student enrollment forms and applications; verify accuracy.
• Serve as a resource to students and the public on enrollment procedures.
• Establish and maintain student records and files; transfer or purge as needed.
• Provide online enrollment support and process petitions and changes.
• Operate office equipment and perform general clerical duties.
• Train and supervise staff and student workers as directed.
• Assist with registration, grades processing, and related activities.

Skills

Bilingual English/Spanish

Evening/weekend availability

Higher education experience

Multitasking

Education

High school diploma with college coursework in business or related field

Job description

Under the direction of the Admissions & Records Supervisor, perform a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents; serve as an informational resource to students, personnel and the public concerning student enrollment functions; maintain related student records and files.

DISTINGUISHING CHARACTERISTICS:

The Admissions & Records Technician performs a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents. Incumbents work under general supervision. The Senior Admissions & Records Technician oversees office activities during an evening shift. Incumbents work independently in the preparation, distribution, review, verification and processing of student petitions and grade, temporary, permanent, drop and positive attendance rosters.

ESSENTIAL DUTIES:

Receive and process student enrollment forms and applications; review forms and applications to assure accuracy and completeness; verify and compile residency and other student information and complete forms as needed; identify and correct application errors as needed.

Serve as an informational resource to students, staff and the public concerning student enrollment functions; respond to inquiries and provide information concerning related forms, applications, guidelines, requirements, policies and procedures.

Establish and maintain student records and files including enrollment and application information; transfer and purge student files as needed; generate and distribute transcripts and other student records as requested; duplicate and distribute materials as needed; maintain various logs as required.

Review, verify and process online enrollment requests including automated application and related correspondence as assigned; provide students with online enrollment support as needed; process special petitions, drop requests and student address and information changes.

Perform a variety of clerical duties related to assigned functions; answer telephones; greet and assist students and other visitors; prepare and distribute forms, correspondence and other documents as needed; pick up, sort and distribute mail as required; prepare bulk mailings as assigned.

Assist students with completing forms and applications as needed; assist with resolving student application, enrollment and registration issues, conflicts and discrepancies; contact students, other departments and outside agencies to request and verify transcripts and information as needed.

Input enrollment data into an assigned computer system; establish and maintain automated records and files; assure accuracy and completeness of input data; initiate queries and generate computerized reports as required.

Communicate with College personnel, students and various outside agencies to exchange information and resolve issues or concerns.

Operate a variety of office equipment including a copier, fax machine, computer and assigned software.

Train and provide work direction and guidance to staff and student workers as directed; assign duties and review work for accuracy and completeness.

Participate in a variety of other assigned activities such as assisting with registration functions, depositing funds, processing grades, maintaining office supply inventory, verifying athletic eligibility, processing subpoena requests and assisting with the photo identification station.

OTHER DUTIES:

Perform related duties as assigned.

Any combination equivalent to: graduation from high school supplemented by college-level course work in business or related field and three years of general clerical or related experience involving statistical and record-keeping and frequent public contact.

Preferred Qualifications:

• Bilingual English/Spanish
• Ability to work evenings and weekends for special events
• Experience working in higher education
• Ability to multitask while also meeting schedules and task related deadlines.

KNOWLEDGE OF:

• General practices, procedures and techniques involved in the processing of enrollment forms and applications and related student registration activities.
• CorrectEnglishusage,grammar,spelling,punctuationandvocabulary. Interpersonal skills using tact, patience and courtesy.
• Operationofacomputerandassignedsoftware. Oral and written communication skills.
• Record-keepingandfilingtechniques.
• Modern office practices, procedures and equipment. Methods of collecting and organizing data and information. Data control procedures and data entry operations.

ABILITY TO:

• Perform a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents.
• Reviewformsandapplicationstoassureaccuracyandcompleteness.
• Serveasaninformationalresourcetostudents,staffandthepublicconcerningstudentenrollment functions and related forms, applications, guidelines, requirements, policies and procedures.
• Learn policies and objectives of assigned program and activities.
• Establishandmaintainstudentrecordsandfilesincludingenrollmentandapplicationinformation. Utilize a computer to input and update data, and maintain automated records and files.
• Performavarietyofclericaldutiesrelatedtoassignedfunctions. Type or input data at an acceptable rate of speed.
• Understandandfolloworalandwritteninstructions. Meet schedules and time lines.
• Compile,assemble,verifyandpreparedataforrecordsandfiles. Complete work with many interruptions.
• Communicateeffectivelybothorallyandinwriting.
• Establish and maintain cooperative and effective working relationships with others. Operate a variety of office equipment including a computer and assigned software.