Admissions & Records Coordinator

Job Description

Thank you for your interest in employment with our institution. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:
Draft applications are saved automatically and can be accessed through your candidate home account.
Final applications must be submitted prior to the close of the recruitment.
Once a recruitment has closed, applications will no longer be accepted.
Required attachments are listed below on the posting. Your application will not be considered without the required attachments.
If you need assistance or have questions regarding the application process, please contact our Human Resources department at
hr-employment@gbcnv.edu
.
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 implementation of approved changes.
Assists with documenting and updating procedures following approved changes.
10. Training and Team Support
Develops and delivers training related to assigned functional areas, system processes, compliance requirements, and operational procedures.
Shares knowledge and provides functional guidance within areas of demonstrated expertise.
Participates in staff meetings, professional development, and cross-training activities.
Contributes to a collaborative office environment and supports team goals.
11. Additional Responsibilities
Participates in institutional committees, projects, and initiatives as assigned.
Assists with registration, graduation, commencement, orientation, and other enrollment-related activities as needed.
Maintains knowledge of applicable institutional and regulatory requirements.
Performs other duties within the scope of the position as assigned.
Decision-Making and Escalation
The Coordinator exercises independent judgment in administering assigned Admissions & Records functions; evaluating compliance requirements; determining appropriate processing actions; resolving operational issues; analyzing student-record concerns; and recommending actions affecting office processes and services.
The position has authority to make decisions within delegated functional areas and established institutional guidelines. Matters involving policy exceptions, precedent-setting decisions, significant compliance concerns, litigation risk, or issues with substantial institutional impact are referred to the Assistant Registrar or Director for review and determination. The Coordinator does not establish institutional policy or approve administrative exceptions reserved to the Assistant Registrar or Director.
Knowledge, Skills, and Abilities
Knowledge of Admissions & Records functions and student information systems.
Knowledge of student records practices, confidentiality requirements, and FERPA.
Ability to accurately interpret and apply established policies and procedures.
Ability to maintain accurate and confidential student records.
Strong attention to detail and