Job Descriptions
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Classification Specification - Classified Unrepresented
Developed for Equal Opportunity 

Academic Admissions Specialist

Class Code
Salary Grade
Position Group
FLSA
Status
Date Issued
Date Revised
EAE1
39
4A
Non-exempt
Classified Unrepresented
08/23/2019

BASIC FUNCTION:

Perform administrative functions by creating and maintaining academic records in hard copy or in the online student information system in a department designated as the custodian of statutory records. Perform functions within the Admissions Office which impact admission, enrollment, registration, records integrity, and reporting. Ensures accuracy of records and adherence to applicable regulations, policies, and procedures. Reports to Associate Director, Admissions.

EXAMPLES OF DUTIES/ESSENTIAL FUNCTIONS:

Duties/essential functions may include, but not be limited to, the following: 

Verify accuracy and completeness of paperwork required to create or modify a record, validate authenticity of supporting documents, and clarify discrepancies.

Ensure quality control while reviewing, scanning and forwarding transcripts, ACT/SAT scores, financial information, immunization records, permanent resident cards, social security cards, green cards, birth certificates, and other documents necessary for admission to Kent State; identify suspected fraudulent documents.

Verify accuracy and completeness of documents related to the undergraduate application for high school, college credit plus, home school, transfer, guest, post undergraduate, transient, former applied and former applicants.

Post special decisions and holds at the request of territory managers and other staff.

Review applicant transcripts and manually calculate grade point averages.

Utilize cross training within the Admissions Office to process and maintain academic records.

Scan and index documents in the document imaging system and verify accuracy compared to the original document.

Maintain files for freshman, home school, transfer, post undergraduate, guest and transient transcripts and documents for admitted, incomplete and denied applicants.

Assist with changes to applicant records based on university policies, procedures, and federal requirements, including but not limited to:

  • Change of program/major
  • Change of term
  • Change of campus
  • Name changes
  • Social Security number (SSN) changes

Serve as a liaison between the Admissions Office and Registrar's Office, Bursar, Student Financial Aid, Academic Advisors, Career Counselors, Office of Global Education, Kent State academic colleges, Regional Campuses, high schools, parents, and applicants in regard to admissions application document processing.

Provide customer service via telephone, email, and in-person inquiries; investigate, troubleshoot, and resolve issues presented by a variety of constituents, including applicants, university staff, other institutions, and the public.

Compose routine correspondence to applicants, agencies, institutions, and other stakeholders concerning requests for information or processing of forms; may mail standard response letters for routine requests.

Assist with programs and projects including Destination Kent State (DKS), Transfer Kent State (TKS), Bridge program, STARS and other on campus recruitment events.

May monitor the department's email inbox as assigned.

Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent.  One year of general office experience utilizing computer applications and/or student information system.

Preferred Qualifications:

Associate degree. Experience in an admissions office creating student records in a higher education setting.

Knowledge Of:

Personal computer applications, such as MS Office Suite *
Family Educational Rights and Privacy Act (FERPA) *

Skill In:

Typing (i.e. 35 net words per minute), if required by position
Written, verbal, and interpersonal communication *
Providing excellent customer service *
Problem-solving *

Ability To:

Make quick and sound decisions in a fast paced, high-volume office *
Exercise discretion in receiving and distributing information of a confidential and sensitive nature *
Navigate student portal, website, and/or student information system *
Exhibit aptitude for computer processing, data entry/retrieval, spreadsheets and other functions *
Work independently and as part of a team *
Successfully manage change and make adjustments as needed for a multitude of job responsibilities *
Identify, audit, and clarify discrepancies in information *
Read, write, and accurately follow oral and written instructions *
Perform mathematical calculations *
Operate various office equipment, such as a calculator, copier machine, scanner, etc. *
Correctly apply policies and procedures *

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which require assessments.

Working Conditions/Physical Requirements:

Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects.  Incumbent must be able to communicate with others. Incumbent may be required to travel from building to building and off campus occasionally. May work varied hours and shifts to include nights and weekends during peak periods.

Diversity Statement

Kent State University is committed to the creation and nurturing of a diverse community of individuals through inclusive excellence. Diversity involves recognizing the value of differences and the inclusion of all members of the community including those that experience discrimination or under representation. This is a core value of the organization as we strive for a culturally diverse student body, faculty and staff that reflect the multicultural nature of Ohio, the nation, and our world.
This description is intended to illustrate the level of work difficulty and kinds of job duties that may be assigned to positions in this classification and should not be interpreted to describe all the duties that may be required in an individual position. The use of a particular expression or illustration to describe duties does not exclude the assignment of other duties not mentioned that are of similar kind or level of difficulty. The described job duties do not constitute a written or implied contract of employment. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.