Enrollment Services Specialist- Processing

Columbia State Community College; Columbia (TN); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

Vacation and Sick Leave

14 paid holidays

Medical, dental, vision and life

Retirement plans

Educational benefits for employee and

Job summary

Columbia State Community College in Columbia, TN seeks an Enrollment Services Processing Specialist to manage student records, transcripts and documentation across Admissions, Records, and Financial Aid with accuracy and compliance. The role supports enrollment processes, uses Banner/SLATE and related software, and delivers high-quality customer service to students and staff in a busy office environment.

The successful candidate will streamline data entry, maintain confidentiality, and

Qualifications

• High school diploma or equivalent required.
• One year of college coursework preferred.
• Minimum of two years of full-time clerical, records, processing or data entry experience.
• Full-time experience in higher education or student services preferred.
• Experience with Banner or similar student information systems preferred.

Responsibilities

• Process and review enrollment documents for Admissions, Records, and Financial Aid.
• Process incoming documents including admissions applications, transcripts, immunization records, test scores, and financial aid verification.
• Evaluate student records for accuracy and compliance with institutional requirements.
• Manage transcript processing, scanning, indexing, and imaging functions.
• Coordinate scanning, indexing, imaging, retention, and disposal of documents per procedures.
• Communicate with students, schools, and agencies to resolve enrollment documentation issues.
• Provide excellent customer service and maintain data integrity across systems.
• Operate Banner, SLATE and related software systems, including Outlook, Word, and Excel.

Skills

Independent work

Customer service

Communication

Attention to detail

Multi-tasking

Data entry

Education

High school diploma or equivalent

One year of college coursework

Two years clerical/records experience

Tools

Banner/SLATE

Outlook

Word

Excel

Imaging systems

Job description

The Enrollment Services Processing Specialist is responsible for performing general and technical clerical, processing, records, and customer services functions supporting Enrollment Services, including Admissions, Records, and Financial Aid operations. The Enrollment Services Processing Specialist processes student records and enrollment-related documentation, assists students through enrollment processes, maintains data integrity within institutional systems, and supports operational efficiency across the Enrollment Services division.

This position serves as a centralized processing resource and is responsible for accurately processing student documentation, maintaining compliance with federal, state, and institutional regulations, and delivering high-quality customer service to students, employees, and the community.

Essential Functions

• Understand and effectively communicate Enrollment Services processes, procedures, forms, deadlines, and required documentation related to Admissions, Records, and Financial Aid.
• Process incoming documents related to Enrollment Services functions, including but not limited to:
  • Admissions applications
  • Immunization records
  • Test scores
  • High School and college transcripts
  • Financial aid verification documentation
  • Scholarship applications
  • FERPA requests
  • Address and name changes
  • Enrollment verifications
  • Change of major requests
  • Transcript processing requests
• Review, evaluate, and process student records and enrollment documentation for accuracy, completeness, and compliance with institutional requirements.
• Process and monitor electronic and hard copy transcripts, including transcript downloads, indexing, scanning, and imaging functions.
• Assess transfer student records and assist with transcript evaluation processes and placement-related procedures according to institutional guidelines.
• Review applicants for placement requirements and assist with admissions processing and student admissions decisions after receipt of required documentation.
• Coordinate scanning, indexing, imaging, retention, and disposal of received documents in accordance with institutional procedures.
• Contact students, schools, agencies, and other entities to resolve issues related to enrollment documents records, and processing requirements.
• Send correspondence and notifications as required related to admissions, records, financial aid, and enrollment processing activities.
• Maintain an ongoing understanding of federal, state, TBR, FERPA, financial aid and institutional regulations related to enrollment services and student records.
• Efficiently operate Banner, SLATE and related software systems, including Outlook, Word, Excel, imaging systems, and other enrollment technologies accurately and effectively.
• Assist with operational processes that support enrollment, progression, retention, persistence, and graduation goals for the college.
• Maintain accuracy, confidentiality, and integrity of student records and institutional data.
• Provide excellent customer service to students, faculty, staff, and community members through in-person, phone, and electronic communication.

Supplemental Functions

• Work collaboratively with college personnel regarding enrollment-related questions, issues, and processes.
• Support cross-functional Enrollment Services operations during peak processing periods.
• Perform other work-related duties as assigned.
• Handle multiple tasks simultaneously while maintaining attention to detail and accuracy.
• Exercise sound judgement in working with students, employees, and confidential information
• Exercise sound judgment in working with students, employees, and confidential information.

Education, Training, And Experience

• High school diploma or equivalent required
• One (1) year of college coursework preferred.
• Minimum of two (2) years of full-time general clerical, records, processing, customer service, or data entry experience required.
• Full-time experience in higher education, student services, admissions, records, financial aid, or related administrative operations preferred.
• Experience with Banner or similar student information systems preferred.

Knowledge, Skills, And Abilities

• Ability to work independently with minimal supervision.
• Ability to relate effectively to a diverse student, faculty, staff, and community population.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to use PC software applications, databases, and student information systems effectively.
• Strong organizational skills and attention to detail for maintaining accurate records and processing documentation.
• Ability to handle multiple priorities and tasks simultaneously in a fast-paced environment.
• Ability to use sound judgment and maintain confidentiality of student records and sensitive information.
• Ability to learn and apply federal, state, institutional, and FERPA regulations related to enrollment services.
• Ability to adapt to changing operational needs and cross-functional responsibilities.

Working Conditions

• Heavy use of computers and enrollment technology systems.
• Must be able to sit for extended periods while using a computer.
• Occasionally required to lift, bend, and stoop.
• Normal sitting and movement in an office environment.
• Overtime and flexible work hours may occasionally be required.
• Travel to campuses and other locations within the college service area for meetings and job-related activities may be required.

Hiring Salary Range (Annual)

$32,480 to $38,970

This in-person position is based on the Columbia TN Campus

Special Note To Applicants

Salary offers are determined based on documented education and relevant full-time experience. Applicants are responsible for ensuring all qualifying credentials and experience are clearly reflected on their resume for consideration.

About Columbia State Community College

As Tennessee’s first community college (established in 1966), Columbia State is committed to student success both in and out of the classroom, as well as economic and community development in our nine-county service area. Columbia State is a member of the Tennessee Board of Regents.

Columbia State offers a comprehensive benefits package, including but not limited to the following:

• Vacation and Sick Leave
• 14 paid holidays
• Medical, dental, vision and life insurance
• Retirement plans
• Optional 401K and 403B Deferred Compensation Plans
• Educational benefits for the employee and their spouse and dependents

Columbia State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, disability, age, status as a protected veteran, genetic information, or any other class protected by Federal or State laws and regulations and by Tennessee Board of Regents policies with respect to employment, programs, and activities.

The following person has been designated to handle inquiries regarding nondiscrimination policies:

Executive Director of Human Resources

[e-mail]

1665 Hampshire Pike, Columbia, TN 38401

931-540-2501