Job Description

Position Summary

The Admissions/Records Clerk is responsible for maintaining and processing student records, managing admissions applications, and providing clerical support to the Admissions and Records office at Drake State Community and Technical College. This position involves a high level of attention to detail, confidentiality, and excellent organizational skills to ensure that student information is accurately entered and maintained in the College's records system.

Salary:  Appropriate placement on the Alabama Community College System Board of Trustees

Salary Schedule E5, Grade 6

Salary Range $28,836 - $46,327 (12 months, Non-Exempt)

Work Hours : 8:00 am - 5:30 pm Monday - Thursday and 8:00 am - 12:00 pm Friday

 

Essential Duties and Responsibilities

Student Records Management:

• Resolve student record entry errors, duplicate records, etc., by working effectively with  Banner ,  TargetX , and  Axiom  processes.


• Research and resolve all errors associated with the  Clearinghouse  report before submission.


• Process attendance verification requests via the  Clearinghouse .


• Complete daily processing of Admissions applications and ensure all required documents for full admission to the college are received and documented.


• Maintain student information in the  CRM software system .

Database and File Management:

• Responsible for database management, file management systems, and imaging system for all students.


• Ensure all student files are scanned in the  BDMS system .


• File and maintain documents of a confidential nature.

Student Support and Communication:

• Assist students in resolving problems concerning their student records.


• Assist students with the admission and registration processes in person, by telephone, and through the mail.


• Provide information on available college programs.


• Receive and handle communications, including electronic communications, correspondence, and telephone calls.


• Compose letters, memorandums, and other correspondence.

CRM System and Admissions Funnel:

• Work within the  TargetX CRM  system to ensure effective follow-up on leads and track prospective students through the Admissions funnel.


• Assist the assigned office(s) in implementing strategies to ensure accuracy, quality, and effectiveness in data collection, evaluation, and dissemination.

Professional Development and Institutional Support:

• Attend professional development activities to enhance job skills.


• Participate fully in the institutional planning process and assist in carrying out the overall mission of the College.


• Serve on college committees, including the graduation committee.


• Retain and submit documentation as requested to support accreditation efforts.

Additional Responsibilities:

• Assist with ensuring accountability and control of College assets.


• Perform other work-related responsibilities as assigned by the Director of Admissions and Enrollment Services, Dean of Students, and/or the President.

 

Qualifications

REQUIRED QUALIFICATIONS:

• Minimum of an earned Associate’s degree 


• Experience in higher education within student services 


• Experience in working with students in higher education 


• Experience in office administration duties


• Knowledge of current computer software applications 


• Excellent organizational skills and the ability to handle multiple tasks


• Evidence of excellent written and oral communication skills 


• Ability to project a professional and congenial demeanor 


• Evidence of outstanding customer service skills 


• Ability to proofread work for accuracy 


• Ability to maintain confidentiality of office information 


• Ability to lift up to 30 lbs. 


• Ability to organize work-space 

PREFERED QUALIFICATIONS:

• Earned Bachelor’s degree 


• Knowledge of admission policies of the College and the Alabama Community College System 


• Knowledge of administrative software such as Banner and CRM software such as TargetX

DESIRED PROFILE:

Preference will be given to candidates who can demonstrate through their experiences and accomplishments:

• Understanding of and commitment to the philosophy and mission of a community and technical college


• Sensitivity and commitment to cultural diversity


• Ability to handle multiple tasks and various situations in a calm and professional manner


• Commitment to teaching and learning, where recent high school graduates, adult students, and non-traditional students are involved

 

Application Procedures/Additional Information

Applicants must meet the minimum qualifications and must submit a complete application packet through the NEOED on-line application system to be considered. A complete application consists of the following:

• An on-line application


• Current resume


• Copy of college transcripts (Transcript must confirm applicant meets educational requirements.)

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

Background Check Requirement

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

 

IMPORTANT INFORMATION

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 open period of this announcement will be considered. Applicants must travel at their own expense. Finalists will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Drake State Community and Technical College from the institution(s) granting the credits.

 

All applicants must have an on-line and completed application packet by the deadline date. All applications received will be screened and interviews scheduled by appointment only. All applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense. Applicants must demonstrate written proficiency in English as part of the on-campus interview process. Drake State Community and Technical 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.

 

Drake State Community and Technical College is an equal opportunity employer. It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Drake State will make reasonable accommodations for qualified disabled applicants or employees. Drake State reserves the right to withdraw this job announcement at any time prior to awarding. Drake State compiles information about safety and security and publishes an annual report. This report can be found on the website by accessing the crime and safety report link. The link can be found on the Drake State home page by clicking the “About Drake State” tab and then selecting the “Campus Security Report” link. A copy can also be obtained by contacting the Director of Operations at 256-551-5210.

 

The College reserves the right to fill the position within (120) days of the job announcement stated closing date or to not fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.

Salary/Compensation: $28,836 - $46,327 per year

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