Admissions/Records Assistant I

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

Job summary

Wallace Community College administers admissions and records processing from its Dothan campus, reviewing applications and verifying supporting documents to ensure eligibility for enrollment. The role uses Banner, Axiom, and Persona to confirm data accuracy and maintain compliant student records.

The Admissions Records Assistant I position emphasizes timely processing, adherence to institutional policies, and collaboration with admissions staff to resolve discrepancies and support students

Qualifications

• Associates degree required.
• One year of full-time general clerical experience in a business office or service-related field is required.

Responsibilities

• Review admissions applications and supporting documentation for completeness, accuracy, and compliance with institutional requirements.
• Utilize Banner, Axiom, Persona, and other institutional systems to validate applicant information and supporting records.
• Verify residency documentation, demographic information, identification records, and admissions requirements.
• Identify discrepancies, incomplete records, duplicate applications, or conflicting information and take appropriate action to resolve issues.
• Communicate with applicants regarding missing or deficient documentation.
• Process admissions records according to established policies, procedures, and timelines.
• Maintain accurate applicant records and ensure information is properly reflected across institutional systems.
• Monitor assigned processing queues and workflows to ensure timely completion of admissions activities.

Education

Associates degree from an accredited institution

Job description

The Admissions Records Assistant I is responsible for providing entry-level administrative support within the Admissions and Records Office, with primary responsibility for reviewing, validating, and processing admissions applications and supporting documentation. This position utilizes Banner, Axiom, Persona, and other institutional systems to verify applicant information, ensure data accuracy, identify discrepancies, and facilitate timely admissions processing. The Admissions Records Assistant I serves as a key quality control point in the admissions process by ensuring student records meet institutional requirements prior to admission and enrollment.

POSTING DATE: OCTOBER 5, 2026

SALARY: Appropriate placement on Salary Schedule E4, 05 (range: $35,670 - $53,865).

ANTICIPATED START DATE: NOVEMBER 1, 2026

The position will be based on the Wallace Campus in Dothan.

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.

ADVISORY COMMITTEE: The President will appoint an Advisory Screening and Interview Committee to include representatives of the College faculty and staff. This committee will employ appropriate procedures, including the review of application packets, interviews, and demonstration of competency, to determine which applicants are to be recommended to the President for further consideration. From all the applications received, a screening committee will select the applicants to be interviewed.

Applicants must travel at their own expense for interviews that are conducted in person.

Application Review and Validation

• Review admissions applications and supporting documentation for completeness, accuracy, and compliance with institutional requirements.
• Utilize Banner, Axiom, Persona, and other institutional systems to validate applicant information and supporting records.
• Verify residency documentation, demographic information, identification records, and admissions requirements.
• Identify discrepancies, incomplete records, duplicate applications, or conflicting information and take appropriate action to resolve issues.
• Communicate with applicants regarding missing or deficient documentation.
• Process admissions records according to established policies, procedures, and timelines.
• Maintain accurate applicant records and ensure information is properly reflected across institutional systems.
• Monitor assigned processing queues and workflows to ensure timely completion of admissions activities.

Records Management and Compliance

• Review electronic documents and records for accuracy and completeness prior to processing.
• Maintain confidential student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and institutional policies.
• Conduct routine audits and quality checks to ensure data integrity within admissions systems.
• Assist with records retention and records management activities.
• Support compliance with state, federal, accreditation, and institutional requirements related to admissions records.

Customer Service and Communication

• Respond to applicant inquiries regarding application requirements, deadlines, and admission procedures.
• Provide assistance to students, parents, faculty, staff, and external stakeholders regarding admissions processes.
• Answer telephone calls, emails, and in-person inquiries in a professional and courteous manner.
• Refer complex admissions, residency, or records issues to appropriate staff members.

Administrative Support

• Assist with admissions events, registration activities, and student onboarding processes as assigned.
• Support office operations through filing, document management, correspondence, and general clerical duties.
• Assist with special projects and other duties related to admissions and records operations.
• Collaborate with advising, financial aid, and other student services personnel to ensure efficient processing of student records.

1. A associates degree from an accredited institution is required.
2. One year of full-time general clerical experience in a business office or in a service-related field is required.
3. Ability to work non-standard and extended hours as necessary is required.

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

If you have a disability and require accommodations, please notify us at [phone].

Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Wallace 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.