Undergraduate Admissions Records Specialist

Edtech.com's Summary

Appalachian State University is hiring an Undergraduate Admissions Records Specialist. The role coordinates all undergraduate application processing activities including imaging and managing applicant records, evaluating academic credentials, loading application data into software systems, and ensuring data integrity across admissions operations.

Highlights

Coordinates application processes from submission to enrollment, including imaging and evaluating academic credentials.
Manages applicant records such as transcripts, test scores, reference letters, and resumes.
Loads academic and bio-demographic data into imaging and SIS systems while ensuring accuracy.
Interprets UNC System requirements regarding Minimum Course Requirements and adheres to admissions policies.
Collaborates with admissions team to maintain data integrity and enhance application processes.
Requires strong organizational, communication, and computer skills especially related to data entry and records management.
Preferred experience includes extensive records coordination and effective verbal and written communication.
Must hold a bachelor’s degree or equivalent training and experience from accredited institutions.
Permanent full-time position with a 40-hour workweek, occasional weekend hours, and an anticipated salary range of $42,397 - $45,416.
Works within the Enrollment Management - Admissions department and reports to the Associate Director of Admissions – Operations.

Undergraduate Admissions Records Specialist Full Description

Employment Opportunities

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Please see Special Instructions for more details.

For a complete application, please apply and submit all below-required documents electronically through Appalachian State University’s Job Board:

Cover Letter
Resume

List three professional references with contact information in the body of the application

Posting Details

Work experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.

Position Summary Information

Classification Title	Student Services Specialist
Working Title	Undergraduate Admissions Records Specialist
Location	Boone, NC
Job Category	5
Position Number	002581
Not Eligible for Visa Sponsorship	VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S
Department	Enrollment Mgt - Admissions - 240300
Primary Purpose of Position	This position serves as a Records Specialist for the undergraduate admissions operations area. It reports to the Associate Director of Admissions – Operations. The function of this position is to coordinate all application processing activities and decision notifications. This position is part of an application data team that works together to ensure data integrity of all undergraduate applicants. This position also works with team members to develop and implement new processes or procedures to enhance the application experience for students. The Records Specialist maintains and manages all processes of the application from submission to enrollment. This includes the imaging of all applicant information and application materials, the evaluation of academic credentials and supporting documentation, and determination of the disposition of applicant records. This position is responsible for imaging, indexing and linking all applicant materials/documentation to applicant records. Applicant records include high school transcripts, college transcripts, test scores, reference letters, and resumes, as well as other relevant documentation. The Records Specialist is responsible for loading application data (grade point averages, class rank, test scores, minimum requirements) along with bio-demographic data into the imaging and SIS systems. This process includes a constant review and analysis of the data by the Records Specialist to determine the various stages necessary for a successful review leading to a decision for applicants. This involves curriculum review to determine which high school and college level courses meet both Appalachian and UNC system qualifications. It requires the evaluation and analysis of academic achievement to determine the appropriate grade point average (includes the manual recalculation of grade point averages) and class rank to be used in the evaluation of each applicant. Each transcript must be reviewed to determine the scope and competitiveness of the curriculum. This includes an evaluation of the competitiveness of various high school and college academic programs to ensure that each application receives an equitable review. Decisions are also made about the minimum course requirements (MCRs) necessary to meet the UNC system admission requirements, as well as, the University’s requirements. Applications with extenuating circumstances that may have adversely affected the academic record are analyzed on an individual basis to determine the appropriate process for additional consideration by the Admissions Director or the review committee. This position includes maintaining data accuracy in the imaging and SIS systems. This position ensures that all files are accurate when transferred to the Registrar’s Office as well as for the yearly Student Data File report submitted to the UNC System Office by the University’s Institutional Research Office. Other functions of this position include maintaining a working knowledge of the assigned recruitment territory and fostering a relationship with the Admissions Counselors. It could also include tracking special populations of applicants, assisting in the admissions decision making process as well as the coordination of all admissions decision notifications.
Minimum Qualifications	Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions. Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.
License/Certification Required
Essential Job Functions	The Undergraduate Admissions Records Specialist serves as a Records Specialist for the undergraduate admissions operations area. It reports to the Associate Director of Admissions – Operations. The function of this position is to coordinate all application processing activities and decision notifications. This position is part of an application data team that works together to ensure the data integrity of all undergraduate applicants. Responsibilities of the position include but are not limited to the following: Maintains and manages all application processes from submission to enrollment, including the imaging of all applicant information and application materials, the evaluation of academic credentials and supporting documentation, and the determination of the disposition of applicant records. Responsible for imaging, indexing, and linking all applicant materials/documentation to applicant records. Applicant records include high school transcripts, college transcripts, test scores, reference letters, and resumes, as well as other relevant documentation. Responsible for loading application data (grade point averages, class rank, test scores, minimum requirements) along with bio-demographic data into the imaging and SIS systems. Must Interpret UNC System Requirements regarding Minimum Course Requirements. Must follow Admissions policies and regulations for processing applicant information. Must maintain attention to detail to ensure that accurate bio-demographic and academic information (grade point averages, class rank, test scores) are loaded into their respective software systems.
Knowledge, Skills, & Abilities Required for this Position	Strong written and verbal communication. Attention to detail. Strong organizational skills. Strong computer and touch typing skills and experience with large volumes of data entry.
Preferred Qualifications	Extensive records experience in coordinating data accuracy and managing workflow. Experience involving verbal and written communication.
Required Functional Competencies to Successfully Perform Job Duties.	Information/Records Administration: Appropriately evaluates, updates and applies learning to improve overall program(s) specialty or a broad range of student centered program services. Researches and develops new, innovative approaches to address and improve current and future programs, processes and procedures; Utilizes and interprets data from a broad scope to implement innovative approaches and program improvements. Develops comprehensive reports to be utilized in a variety of areas. Decision Making: Knowledge and use of effective approaches for choosing a course of action or developing appropriate solutions and/or reaching conclusions. Takes action consistent with available facts, constraints, and anticipated consequences. Ability to analyze and synthesize relevant policies and legislation, and apply them across a variety of situations. Coordination-Operations: Coordinates and manages a broad scope of work operations and processes to meet programmatic expectations and outcomes. Client/Customer Service: Develops and maintains effective working relationships with client/customer in order to initiate, facilitate and complete work in assigned student service program area. Independently interprets policy and procedure within delegated authority when responding to client/customer requests and non-standard issues. Recognizes how individual decisions impact other program areas and their goals. Employs de-escalation techniques and conflict management strategies when appropriate. Understands the role of clients in their work environment.
Type of Position	Permanent Full-Time
Staff/Non-Faculty	Staff/Non-Faculty
Appointment Type	1.0
Work Schedule/Hours	Monday – Friday, 8:00 am – 5:00 pm; occasional weekend hours.
Number of Hours Per Week	40
Number of Months Per Year	12
Mandatory Staff	No
Physical Demands of Position	To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Overall Competency Level	Journey
Salary Grade Equivalency	GN07
Salary Range
Anticipated Hiring Range	$42,397 - $45,416

Pay will be commensurate with applicant competencies, budget, equity and market considerations.

Posting Details Information

Posting Date	03/05/2026
Closing Date	03/15/2026
Competency Level Statement	If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level.
Special Instructions to Applicants	For a complete application, please apply and submit all below-required documents electronically through Appalachian State University’s Job Board: Cover Letter Resume List three professional references with contact information in the body of the application
Search Chair Name	Tara Strickland
Search Chair Email	moxleytv@appstate.edu
Applicant Pool Preference	External (Post on the Web)

Departmental Information

Quick Link	https://appstate.peopleadmin.com/postings/53465
Posting Number	201502949P

Supplemental Questions

Required fields are indicated with an asterisk (*).

* Do you have experience working in a college/university setting?
- Yes
- No
* Do you have experience with Banner?
- Yes
- No
* Are you comfortable working in a team environment?
- Yes
- No
* Are you comfortable working with minimal supervision on independent projects?
- Yes
- No
* May we have your permission to contact your references?
- Yes
- No

Applicant Documents

Required Documents

Cover Letter / Letter of Interest
Resume

Optional Documents

List of References with Contact Information

Contact Us:
Office of Human Resources
330 University Hall Dr.
Boone, NC 28608
Phone: 828-262-3187
Fax: 828-262-6489

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Original Job Description