Admissions/Records Assistant I

Posting number: 2025-2026:69

Department: WCC-501080-Student Admissions

Job classification: Admissions/Records Assistant

Posting type: Open

Categories: Education, Higher Education, Education, Training & Library, Office and Administrative Support

Summary

The Admissions Records Assistant I is responsible for providing entry-level administrative support within the Admissions and Records Office, with primary responsibility for reviewing, validating, and processing admissions applications and supporting documentation. This position utilizes Banner, Axiom, Persona, and other institutional systems to verify applicant information, ensure data accuracy, identify discrepancies, and facilitate timely admissions processing. The Admissions Records Assistant I serves as a key quality control point in the admissions process by ensuring student records meet institutional requirements prior to admission and enrollment.

Examples of duties

Application Review and Validation

• Review admissions applications and supporting documentation for completeness, accuracy, and compliance with institutional requirements. 
• Utilize Banner, Axiom, Persona, and other institutional systems to validate applicant information and supporting records. 
• Verify residency documentation, demographic information, identification records, and admissions requirements. 
• Identify discrepancies, incomplete records, duplicate applications, or conflicting information and take appropriate action to resolve issues. 
• Communicate with applicants regarding missing or deficient documentation. 
• Process admissions records according to established policies, procedures, and timelines. 
• Maintain accurate applicant records and ensure information is properly reflected across institutional systems. 
• Monitor assigned processing queues and workflows to ensure timely completion of admissions activities. 

Records Management and Compliance

• Review electronic documents and records for accuracy and completeness prior to processing. 
• Maintain confidential student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and institutional policies. 
• Conduct routine audits and quality checks to ensure data integrity within admissions systems. 
• Assist with records retention and records management activities. 
• Support compliance with state, federal, accreditation, and institutional requirements related to admissions records.

Customer Service and Communication

• Respond to applicant inquiries regarding application requirements, deadlines, and admission procedures. 
• Provide assistance to students, parents, faculty, staff, and external stakeholders regarding admissions processes. 
• Answer telephone calls, emails, and in-person inquiries in a professional and courteous manner. 
• Refer complex admissions, residency, or records issues to appropriate staff members. 

Administrative Support

• Assist with admissions events, registration activities, and student onboarding processes as assigned. 
• Support office operations through filing, document management, correspondence, and general clerical duties. 
• Assist with special projects and other duties related to admissions and records operations.
• Collaborate with advising, financial aid, and other student services personnel to ensure efficient processing of student records.

Qualifications

1. A associates degree from an accredited institution is required.
2. One year of full-time general clerical experience in a business office or in a service-related field is required.
3. Ability to work non-standard and extended hours as necessary is required.