Academic Admissions Specialist II

BASIC FUNCTION:

Performs administrative functions by creating and maintaining academic records in hard copy, in the application management system and in the online student information system in a department designated as the custodian of statutory records. Performs functions that impact admission, financial aid awards, enrollment, advising, registration, records integrity, and reporting to the university, state and federal entities. Ensures accuracy of records and adherence to applicable regulations, policies, and procedures. Reports to Director, Admissions or designated administrator.

EXAMPLES OF DUTIES/ESSENTIAL FUNCTIONS:

Perform data assurance tasks, including executing queries and managing spreadsheets, and determine solutions to problematic or potentially problematic data.

Verify accuracy and completeness of paperwork required to create or modify an application or student record, including validating authenticity of official student transcripts from external institutions, high school, college credit plus, home school, transfer, guest, post undergraduate, transient, former students and former applicants, and clarifying discrepancies. Resolve discrepancies while following university policies and technical procedures.

Ensure quality control while scanning, reviewing and performing data entry on transcripts, ACT/SAT scores, permanent resident cards, social security cards, birth certificates, and other documents necessary for admission to Kent State; identify suspected fraudulent documents; direct additional documentation to appropriate university departments as necessary.

Evaluate usability of applicant submissions to fulfill application completion requirements.

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

Verify completeness of applicant transcripts, locate and enter grade point averages, 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, verify accuracy compared to the original document and match the document to the appropriate values in the application management system.

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
• Birth date corrections
• Citizenship corrections

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

Assist with programs and projects for new student orientation and on-campus recruitment events 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. Two years of general office experience utilizing computer applications in a relational database system to include experience in a high school or postsecondary admissions office.

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:

Critical thinking to apply solutions to unclear procedural and technical situations
Typing (i.e. 35 net words per minute), if required by position
Written, verbal, and interpersonal communication *
Providing excellent customer service *
Problem-solving of complex situations *

Ability To:

Work with little to no supervision
Demonstrate understanding and fluency in admission policies and procedures
Demonstrate knowledge and good judgment when a requirement can be waived or must be enforced
Be able to identify forged documents
Accurately follow process and procedure to ensure that updated documents are marked appropriately
Understand functions and interconnectedness of multiple administrative systems, including application management system, student information system, document imaging system and student-facing portal technology
Understand requirements for applicants in varying stages of life and education
Make quick and sound decisions in a fast paced, high-volume office. Apply previous decisions and precedents to new and evolving situations
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 instructions *
Perform mathematical calculations *
Operate various office equipment, such as a calculator, copier machine, scanner, etc. *
Correctly apply policies and procedures *

Assessments:

Working Conditions/Physical Requirements:

Value Statement