Undergraduate Admissions Records Specialist

Appalachian State University•Boone, NC

About The Position

This position serves as a Records Specialist for transfer and Distance Education applicants for the undergraduate admissions operations area. It reports to the Associate Director of Admissions – Operations. The function of this position is to coordinate all transfer application processing activities and decision notifications. The Records Specialist maintains and manages all processes of the application from submission to enrollment. This includes the imaging of all applicant information and application materials, the evaluation of academic credentials and supporting documentation, and determination of the disposition of applicant records. This position is responsible for imaging, indexing and linking all applicant materials/documentation to applicant records. Applicant records include high school transcripts, college transcripts, test scores, reference letters, and resumes, as well as other relevant documentation. The Records Specialist is responsible for loading application data (grade point averages, credit hours, class rank, test scores, minimum requirements) along with bio-demographic data into the imaging and SIS systems. This process includes a constant review and analysis of the data by the Records Specialist to determine the various stages necessary for a successful review leading to a decision on each of approximately 15,000 freshman and 2,500 transfer applications. This involves curriculum review to determine which high school and college level courses meet both Appalachian and UNC General Administration system qualifications. It requires the evaluation and analysis of academic achievement to determine the appropriate grade point average (includes the manual recalculation of grade point averages) and class rank to be used in the evaluation of each applicant. Decisions are also made about the minimum course requirements (MCRs) necessary to meet the UNC system admission requirements, as well as, the University’s requirements. Applications with extenuating circumstances that may have adversely affected the academic record are analyzed on an individual basis to determine the appropriate process for additional consideration by the Admissions Director or the review committee. As the Records Specialist for transfer and Distance Education applicants, this position must maintain a working understanding and knowledge of current transfer admission policies. This position is responsible for analyzing, with a course by course evaluation, the transferability of a student’s coursework and in conjunction with Admission policies determining the student’s admissibility to Appalachian. This position makes the initial admission determination on all transfer and Distance Education applicants. This position includes maintaining data accuracy in the imaging and SIS systems. This position ensures that all files are accurate when transferred to the Registrar’s Office as well as for the yearly Student Data File report submitted to the UNC General Administration by the University’s Institutional Research Office. Other functions of this position include maintaining a working knowledge of the assigned recruitment territory and fostering a relationship with the Admissions Counselor. It could also include tracking special populations of applicants as well as the coordination of all admissions decision notifications.

Requirements

Bachelor’s degree; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Nice To Haves

Completion of high school and extensive records experience in coordinating data accuracy and managing workflow.
Experience involving verbal and written communication.
Experience with serving multicultural populations.

Responsibilities

Coordinate all transfer application processing activities and decision notifications
Maintain and manage all processes of the application from submission to enrollment
Image, index and link all applicant materials/documentation to applicant records
Load application data (grade point averages, credit hours, class rank, test scores, minimum requirements) along with bio-demographic data into the imaging and SIS systems
Constant review and analysis of the data to determine the various stages necessary for a successful review leading to a decision on each of approximately 15,000 freshman and 2,500 transfer applications
Curriculum review to determine which high school and college level courses meet both Appalachian and UNC General Administration system qualifications
Evaluation and analysis of academic achievement to determine the appropriate grade point average (includes the manual recalculation of grade point averages) and class rank to be used in the evaluation of each applicant
Make decisions about the minimum course requirements (MCRs) necessary to meet the UNC system admission requirements, as well as, the University’s requirements
Analyze applications with extenuating circumstances that may have adversely affected the academic record on an individual basis to determine the appropriate process for additional consideration by the Admissions Director or the review committee
Maintain a working understanding and knowledge of current transfer admission policies
Analyze, with a course by course evaluation, the transferability of a student’s coursework and in conjunction with Admission policies determining the student’s admissibility to Appalachian
Make the initial admission determination on all transfer and Distance Education applicants
Maintain data accuracy in the imaging and SIS systems
Ensure that all files are accurate when transferred to the Registrar’s Office as well as for the yearly Student Data File report submitted to the UNC General Administration by the University’s Institutional Research Office
Maintain a working knowledge of the assigned recruitment territory and fostering a relationship with the Admissions Counselor
Track special populations of applicants as well as the coordination of all admissions decision notifications