PT Admissions & Student Records Specialist

Cape Fear Community College; Wilmington (NC); On-site; USD 32,000 - 42,000; Full time

Job summary

Cape Fear Community College is seeking an Admissions Processor to oversee daily admissions operations and data entry. The role requires accurate document review, cross-referencing data in multiple systems, and processing applications for all student categories.

The position supports the Registrar’s Office and Admissions Office, handling transcripts, test scores, and updates to majors and advisor assignments while upholding FERPA and privacy standards.

Qualifications

• High school diploma or equivalency required.
• Experience in a college setting, preferably admissions/registration, or with complex data systems.
• Customer service experience preferred.

Responsibilities

• Administers daily operation of Admissions processing and data entry.
• Review documents for accuracy, code, resolve discrepancies, and cross-reference in multiple systems.
• Coordinate downloading admissions applications and transcripts into the student information system.
• Process applications for all student types (first-year, transfer, returning, dual enrollment).
• Handle supporting documents (transcripts, test scores, etc.).
• Assist with changing prospective student majors and updating advisor assignments.
• Ensure compliance with FERPA.

Skills

FERPA knowledge

Microsoft Word

Microsoft Excel

Record keeping

Communication skills

Education

High school diploma

Associates Degree

Tools

Ellucian Colleague

CFNC Cross Connect

CRM platforms

SoftDocs

Job description

Definition

Administers the daily operation of Admissions processing, including all functions related to new student admission records. Ensures data entry is completed in a timely manner and is accurate and complete.

Supervision Received and Exercised

• Receives direction from the Director of Admissions and Testing.
• Exercises no supervision.

Essential Functions

• Responsible for specialized recordkeeping and reporting tasks for the Registrar’s Office and the Admissions Office.
• Review documents for accuracy and completeness, code documents, resolve discrepancies, and cross-reference data within multiple systems.
• Coordinate downloading admissions applications and transcripts into student information system.
• Process applications for all students, including first-year, transfer, returning, and dual enrollment students.
• Process supporting documents (transcripts, test scores, etc.).
• Assist with changing prospective student majors and updating advisor assignments.
• Participate in the enforcement of FERPA.

Other Important Functions

• Assist in the promotion, planning, and coordination of activities and events sponsored by Student Services.
• Participate on various college committees and other institutional activities.
• Perform other related duties and responsibilities as required.

QUALIFICATIONS:

Knowledge of:

• FERPA Law
• Microsoft Office software including Word and Excel.
• Principles and procedures of record keeping.
• Excellent spelling, grammar and punctuation skills.
• Modern office procedures, methods and computer equipment

Ability to

• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Communicate clearly and respectfully, both verbally and in writing
• Maintain effective audio-visual discrimination and perception needed for:
  • Making observations
  • Reading and writing
  • Communicating with others
  • Operating assigned equipment
  • Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  • Standing or sitting for extended periods of time
  • Operating assigned equipment
  • Handling varied tasks simultaneously
• Maintain mental capacity, which allow the capability of:
  • Making sound decisions
  • Responding to questions

EXPERIENCE AND TRAINING GUIDELINES:

Minimum Education/Training:

• High school diploma or equivalency

Minimum Required Experience:

• Experience in a college setting, preferably admissions and/or registration, or experience working with complex data systems (entering and maintaining data, and reviewing reports)
• Customer service experience

Preferred Education/Training/Experience:

• Associates Degree; Experience with student information systems and customer relationship management systems a plus;
• In particular, experience with Ellucian Colleague, CFNC Cross Connect, Customer Relationship Management (CRM) platforms, and SoftDocs is highly desirable.