Admissions & Records Coordinator

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Job Description

Reporting to the Assistant Registrar, the Admissions & Records Coordinator is responsible for administering, coordinating, and evaluating assigned Admissions & Records functions that support institutional compliance, student-record integrity, enrollment operations, and student success initiatives. The Coordinator serves as a knowledgeable resource for students, faculty, staff, and campus partners regarding Admissions & Records policies, procedures, and regulatory requirements.

The Coordinator exercises independent judgment in evaluating documentation, determining appropriate processing actions, resolving operational issues within delegated authority, and ensuring compliance with applicable institutional, NSHE, state, and federal requirements. The position contributes to the integrity, effectiveness, and continuous improvement of Admissions & Records operations and services. Matters involving policy exceptions, precedent-setting decisions, or significant institutional impact are referred to the Assistant Registrar or Director.

Essential Duties and Responsibilities

1. Admissions & Records Operations

• •Coordinates and performs assigned Admissions & Records functions, ensuring transactions are processed accurately and within established timelines.
• •Processes student admissions, registration, add/drop, withdrawals, records updates, and other student information transactions as assigned.
• •Reviews and evaluates admissions, registration, graduation, and academic-record documentation; determines appropriate processing actions; and resolves operational discrepancies within delegated authority.
• •Maintains accurate student records and identifies discrepancies or missing information.
• •Exercises independent judgement in prioritizing workflow, resolving operational issues, and managing assigned processes to ensure compliance with established timelines and service standards.
• •Provides cross-functional support within the Admissions & Records Office as operational needs require.

2. Student Records and Data Integrity

• •Maintains the accuracy, completeness, confidentiality, and integrity of student academic records.
• •Reviews and updates student information in the student information system and other applicable systems.
• •Conducts audits, reconciliations, and data reviews; analyzes discrepancies; determines corrective actions; and implements approved resolutions to maintain data integrity and compliance.
• •Processes transcripts, enrollment verifications, records requests, and other student record transactions in accordance with established procedures.
• •Ensures appropriate documentation is maintained for transactions and record changes.

3. Graduation and Degree-Related Processes

• •Coordinates assigned portions of the graduation application and degree-conferral process.
• •Reviews and evaluates student records and degree audits to determine compliance with established graduation requirements and appropriate processing actions.
• •Identifies outstanding requirements and communicates necessary information to students and appropriate campus personnel.
• •Assists with graduation communications, ceremonies, programs, diplomas, and related activities.
• •Resolves graduation-processing and degree audit issues within delegated authority and escalates matters complex degree-audit, graduation, or policy issues to the Assistant Registrar or Director.

4. Student Service and Communication

• •Provides accurate and timely information to students regarding Admissions & Records processes, requirements, deadlines, and procedures.
• •Responds to inquiries in person, by telephone, email, and other approved communication methods.
• •Assists students in understanding established processes while maintaining appropriate boundaries regarding academic advising and policy interpretation.
• •Handles routine concerns and determines when issues should be escalated.
• •Maintains a professional, welcoming, and student-centered approach in all interactions.

5. Policy, Procedure, and Compliance

• •Monitors assigned Admissions & Records functions for compliance with institutional, NSHE, state, and federal requirements.
• •Evaluates transactions, documentation, and operational practices to identify compliance risks and process deficiencies.
• •Recommends corrective actions and implements approved process improvements to strengthen compliance, efficiency, and service quality.
• •Serves as a resource regarding the application of established procedures and regulatory requirements within assigned functional areas.
• •Maintains confidentiality and applies FERPA and other applicable student-record regulations to assigned responsibilities.

6. Systems and Technology

• •Evaluates operational impacts of system changes and recommends modifications to business processes, workflows, and procedures.
• •Uses the student information system and other institutional systems to complete assigned Admissions & Records functions.
• •Participates in testing, validation, and implementation activities and recommends adjustments necessary to support operational needs.
• •Performs routine system troubleshooting and identifies system or processing issues.
• •Reports technical problems and system discrepancies to the appropriate staff member or department.
• •Participates in system testing and implementation of approved changes as assigned.
• •Provides feedback regarding system functionality and operational processes based on day-to-day experience.

7. Reporting and Data Requests

• •Analyzes institutional data, identifies trends and discrepancies, evaluates reporting accuracy, and develops recommendations to improve operational effectiveness and data quality.
• •Reviews data for accuracy and identifies discrepancies.
• •Assists with required reporting, audits, and data requests.
• •Maintains appropriate documentation and records supporting reports and transactions.

8. Office Coordination and Workflow

• •Serves as the functional lead for assigned Admissions & Records processes and is responsible for ensuring quality, compliance, consistency, and operational effectiveness within assigned functional areas.
• •Coordinates assigned office activities, projects, deadlines, and workflows.
• •Monitors operational performance and implements approved adjustments necessary to maintain service standards and compliance requirements.
• •Monitors the status of assigned work and communicates potential delays or issues to the Assistant Registrar.
• •Assists in ensuring that work is distributed and completed according to established procedures.
• •Serves as a resource to other staff regarding assigned processes and procedures.
• •Supports continuity of operations by providing cross-training and assistance in other Admissions & Records functions as needed.

9. Process Improvement

• •Identifies opportunities to improve the efficiency, accuracy, and student experience associated with Admissions & Records processes.
• •Evaluates business processes, operational workflows, communications, and service practices to identify opportunities for increased efficiency, compliance, and effectiveness. Develops recommendations and implements approved operational improvements.
• •Participates in process-improvement initiatives and i