Admissions & Records Assistant

Calhoun Community College; Decatur (AL); On-site; USD 36,000 - 54,000; Full time

Job summary

Calhoun Community College in Decatur, AL seeks an Admissions & Records Clerk to greet visitors and assist students through the admission process, maintain permanent records, and process applications and forms. Responsibilities include processing transcripts and enrollment verification, maintaining FERPA-compliant records, and supporting BDMS scanning.

The role requires an Associate degree, strong customer service skills, and experience with Excel/Word and Banner systems.

Qualifications

• Associates degree in clerical or related field required.
• Experience providing excellent customer service.
• Ability to use Excel or other database software to sort and manage lists.
• Ability to use Word or other word processing tools to prepare and communicate information.

Responsibilities

• Greet visitors, answer the telephone, respond to email, and provide admissions and records assistance to students, faculty, staff, and the general public.
• Maintain a working knowledge of college information and all admissions and records related processes.
• Process records requests including issuing out-going transcripts, enrollment verification forms, admissions applications and withdrawals.
• Perform equivalencies related to placement into college-level English and math, from coursework completed by high school students and record in Banner.
• Assist with scanning admissions and records documents into BDMS.
• Communicate departmental requirements, policies, and procedures relevant to students throughout all stages of the enrollment cycle from initial application for admission through graduation.

Skills

Customer service

Excel

Word processing

FERPA knowledge

Education

Associates degree

Tools

Banner Administrative Software

BDMS

e-Script

Application Extender

Job description

Provide clerical support and be responsible for general Admissions & Records duties including assisting students with the admission processes, maintenance of permanent student records, and processing of applications and forms.

Salary

Appropriate placement on ACCS Salary Schedule E4, Grade 05: $35,670 - $53,865. (Salary within this range is determined by your documented years of full-time related work experience)

Work Hours

Monday - Thursday 8:30 a.m. - 6:00 p.m. and Friday 7:45 a.m. - 11:45 a.m.

Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

• Online application
• Current résumé
• Copy of high school diploma or equivalent and/or college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.

Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.

1. Greet visitors, answer the telephone, respond to email, and provide admissions and records assistance to students, faculty, staff, and the general public.
2. Maintain a working knowledge of college information and all admissions and records related processes.
3. Process records requests including but not limited to issuing out-going transcripts, enrollment verification forms, admissions applications and withdrawals.
4. Perform equivalencies related to placement into college-level English and math, from coursework completed by high school students and record in Banner.
5. Assist with scanning admissions and records documents into BDMS.
6. Communicate departmental requirements, policies, and procedures relevant to students throughout all stages of the enrollment cycle from initial application for admission through graduation.
7. Maintain a confidential working environment with respect to student records in accordance to FERPA guidelines.
8. Load ACT and SAT scores.
9. Perform all duties with professionalism.
10. Alert supervisor of any issues requiring the attention and direction of upper management.
11. Assist with other enrollment functions housed in the Office of Admissions & Records as assigned.

1. Perform other related duties as assigned.

1. A minimum of an Associates degree (64 semester hours) in clerical or related field from an accredited institution is required.
2. Experience providing excellent customer service is required.
3. Ability to utilize Excel or other database software to sort and manage lists is required.
4. Ability to utilize Word or other word processing tools to prepare and communicate information is required.

NOTE

Applicants will be required to complete a skills assessment test as part of the screening process. Applicants must complete the test no later than November 23, 2026. No testing for this position will be allowed beyond this deadline date. Failure to complete this testing will deem your application incomplete. Incomplete applications are not forwarded to the search committee for consideration. To schedule an appointment to test, please see www.calhoun.edu/hrtesting.

KNOWLEDGE, SKILLS AND ABILITIES

1. Knowledge of community college policies and procedures.
2. Knowledge of Banner or a related program.
3. Knowledge of rules of grammar.
4. Knowledge of generally accepted office practices and procedures, including records management.
5. Knowledge of e-script.
6. Knowledge of FERPA.
7. Skill in operating a mouse to control a computer.
8. Skill in operating a computer.
9. Skill in utilizing a multi-line phone system.
10. Skill in operating a fax machine, copier, scanner, label maker.
11. Ability to follow instructions and adhere to prescribed routines.
12. Ability to make decisions based on correspondence, data or other information.
13. Ability to utilize Banner Administrative Software.
14. Ability to utilize and search the internet for information.
15. Ability to utilize e-Script.
16. Ability to utilize Application Extender and BDMS.
17. Ability to multi-task and prioritize issues.
18. Ability to maintain confidential information.
19. Ability to work and communicate with a variety of people from diverse backgrounds.
20. Ability to utilize email systems to communicate information.
21. Ability to work with minimal supervision/work independently.
22. Ability to operate in a professional manner at all times.
23. Ability to greet individuals of any background with friendliness, tact and courtesy.
24. Ability to operate in high pressure and often noisy situation and respond to issues in a calm manner.
25. Conscientious- wanting to care about how work is done and wanting to do a good job.
26. Initiative- responding to downtime by taking responsibility to do other work.
27. A focus on details.
28. A focus on being friendly and patient in responding to customer needs.
29. Willingness and desire to learn new things and apply that learning.
30. Willingness to maintain flexibility in order to meet customer needs.
31. A positive attitude regardless of circumstances at hand.
32. Confidence in decision making and communication skills.

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

BACKGROUND CHECK STATEMENT: In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding.

Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling [phone], or by using information available on SACSCOC’s website (www.sacscoc.org). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.

APPLICATIONS MAY BE FILED ONLINE AT: http://www.calhoun.edu

P.O. Box 2216 Decatur, AL 35609 256-306-2590 256-306-2591

[e-mail]