Office & Admin Special Interme - College Admissions Specialist

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Office & Admin Special Interme - College Admissions Specialist

Institution:

Minnesota State Community and Technical College

Classification Title:

Office & Admin Specialist Int

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Fergus Falls

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$20.45 - $28.79

Job Description

This position is responsible for coordinating the admissions process and the management of associated forms and documents. It oversees the flow and documentation of student records essential to these processes. This role monitors the status of applicants and acceptance into M State. The individual in this position ensures the precise management of applicant and student data within the Integrated Statewide Record System (ISRS). Additionally, this position provides guidance and leadership to staff regarding admissions procedures and student records management.

The values that guide our work include access and opportunity, equity, inclusion, belonging, cultural competence, culturally responsive pedagogy & service, and community engagement.  Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and lived experiences, and provide spaces that are emotionally safe and reflect who students are.

Responsibilities

Customer Service.

On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.

Oversee, implement, and track the student application and admissions process.

• Oversee the input and record-keeping of all documents required for college admissions.

• Determine, schedule, and generate the appropriate electronic and written communications to applicants and accepted students regarding their admissions and registration status at M State.

• Communicate with the Enrollment Management team about urgent matters, such as contacting students who need to change their program or major.

• Verify college transcripts upon receipt and assess whether transfer credits or test exemptions are necessary.

• Assist the Director of Enrollment Management in developing procedures and workflows that regulate the admissions process.

• Train student services staff in admissions procedures and workflows to support the admission and registration of new and returning students.

• Ensure the accuracy of the admissions process by running reports to identify data errors and reviewing data in the ISRS system.

• Provide direction and assistance to students inquiring about their admissions and registration status by analyzing their files.

• Monitor and initiate the formal acceptance of students into the college once all admission requirements have been met.

• Demonstrate an awareness of and adherence to college safety rules, regulations, and policies.

Administer, organize, and maintain a comprehensive student admissions records system.

• Responsible for the coordination, design and organization of the system by which the collection, processing and filing of all documents relative to admission to the College is completed.

• Oversee the creation and maintenance of the applicant/student record.  Prepares applicant/student records for document imaging and verifies that all information has been transferred. 

• Represents the College at the statewide ISRS User Group(s) to provide feedback on issues with and enhancements of the system.

• Correctly assign cohort codes to ensure data accuracy.

• Correctly assign contact codes to release decision notifications in college’s customer relationship management software (Slate).

• Determines the appropriate coding and demographic information for each student’s file as required by state and federal reporting policies. Determines how to correct student records that are in some way preventing registration of those students and/or when certain information on those students has changed.