JOB TITLE: ENROLLMENT RECORDS SPECIALIST                                                                   DEPARTMENT: REGISTRAR

SALARY RANGE: LEVEL III-2 $36,000 – $38,000                                                                   FLSA:  NON-EXEMPT

IMMEDIATE SUPERVISOR:  Assistant Registrar – Enrollment Operations

SCHEDULE DETAILS: Full-time/12-month position/PEERS

Position Summary

The Enrollment Records Specialist is responsible for the accurate and timely processing of admissions documents, including the evaluation and posting of previous college credit.  This role involves collaborating with academic faculty and staff to ensure that credit evaluations align with current course objectives. Additionally, the Enrollment Records Specialist conducts reviews of admissions applications to identify discrepancies, inconsistencies, and potential fraudulent submissions. Other responsibilities include student data cleanup and managing a portion of verbal and written communications with prospective students as they progress through the on-boarding process.

Essential Job Duties

• Conducts thorough reviews of admissions applications to detect and address discrepancies, inconsistencies, and potential fraudulent submissions.
• Works in the college’s fraud software, import software and CRM to ensure timely admission of new students.
• Compares applicant data with existing records to identify potential matches or duplicates.
• Processes physical and digital high school/high school equivalency transcripts, college transcripts, military transcripts, placement test scores, other credit transcripts, and all admissions documents in an accurate and timely manner.
• Prepares and sends Admissions and Registrar correspondence, and communicates with students via email or phone to verify information, discuss the status of their transcripts and evaluations, and answers other inquiries
• Ensures data integrity by developing and implementing processes to continuously review student records, generates quality assurance reports, and updates records to maintain census data accuracy and consistency
• Provides quality customer service regarding the admissions process and course evaluations to all students via telephone, email, and in-person interactions.
• Provides specialized support for elevated student inquiries from College Navigators, Admissions Counselors, and Student Success Representatives, ensuring timely and accurate responses to complex admissions questions and concerns.
• Assists in the training of part-time and work-study employees for the Registrar’s Office.
• Evaluates college credit and builds equivalencies using professional judgment, deferring to academic affairs when appropriate, utilizing both external and internal software.
• Collaborates with academic affairs to review and maintain the college’s internal and online database of course equivalencies.
• Collaborates with various OTC departments to ensure data quality, automate processing, and prepare reports.
• Identifies admissions and student record data processes in need of improvement, including testing and implementing new processes and software as needed.
• Utilizes problem-solving skills to resolve complex student issues involving Colleague student information system and the maintenance of student records.
• Assists in the creation and maintenance of training and procedure documentation for the evaluation of student transcripts and the maintenance of student records.
• Assists in providing training for other Student Affairs departments regarding admissions and registrar processes and procedures.
• Utilizes document imaging software to evaluate, store and retrieve student record documents.
• Assists other areas of Student Affairs as needed.
• Follows FERPA guidelines for student privacy.
• Exhibits exemplary attendance and punctuality.
• Complies with college policies and procedures.
• Performs other duties as assigned, including attending college functions, serving on committees and attending community events.

Required Knowledge, Skills & Abilities

• Bachelor’s degree from an institutionally accredited college or university
• Computer literacy; ability to use technology for professional productivity including learning multiple software programs
• Flexibility to learn new processes and software
• Excellent data entry skills
• Demonstrated ability to use critical thinking skills
• Ability to work well with others
• Strong oral and written communication skills

Preferred Knowledge Skills & Abilities

• Prior student services experience
• Experience with Colleague
• Experience working within a collegiate setting

Working at Ozarks Technical Community College Provides Great Benefits

• Medical insurance coverage for employees through the CoxHealth network at no cost to employees.
• Dental, LTD and group life insurance coverage for employees at no cost to employees.
• Access to the on-site OTC Health and Wellness Clinic at no cost for employees and their dependents.
• Use of the OTC fitness center at no cost to employees.
• Twelve (12) tuition free college credit hours per fall and/or spring semester and six (6) college credit hours per summer term for employees and/or their dependents.
• College matches the employee PSRS/PEERS retirement at 14.5% or 6.86%

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to sit, stand, and walk; use hands to finger/touch, handle, or feel; and talk or hear.  The employee must be able to move around their area, and operate a computer as needed.  Specific vision abilities required by this job include close vision.

***OZARKS TECHNICAL COMMUNITY COLLEGE RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE INSTITUTION DESIRES.  THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION.  THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE.  THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.”  THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.

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