Undergraduate Admissions Records Specialist

Edtech.com's Summary

Appalachian State University is hiring an Undergraduate Admissions Records Specialist. This role manages the entire application process for undergraduate admissions, including imaging applicant materials, evaluating academic credentials, ensuring data integrity, and making admission determinations for transfer and Distance Education applicants.

Highlights

Coordinates all application processing activities and decision notifications in undergraduate admissions.
Manages imaging, indexing, and linking of applicant documents such as transcripts, test scores, reference letters, and resumes.
Loads academic and bio-demographic data into imaging and Student Information Systems (SIS).
Interprets UNC System requirements and adheres to admissions policies and regulations.
Conducts curriculum review, recalculates GPAs, and evaluates transferability of coursework for admission decisions.
Requires proficiency in handling large volumes of data with attention to detail.
Preferred experience includes extensive records coordination and serving multicultural populations.
Bachelor’s degree or equivalent combination of training and experience is required.
Requires teamwork skills and ability to work independently with minimal supervision.
Salary hiring range is $42,397 to $45,416 annually and the position is full-time permanent with a 40-hour workweek.

Undergraduate Admissions Records Specialist Full Description

Employment Opportunities

Toggle navigation

Undergraduate Admissions Records Specialist Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark this Posting link. If you would like to print a copy of this position for your records, click on the Print Preview link.

Bookmark this Posting Print Preview | Apply for this Job

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	002501
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 transfer and Distance Education applicants for the undergraduate admissions operations area. It reports to the Associate Director of Admissions – Operations. The function of this position is to coordinate all transfer application processing activities and decision notifications. 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, credit hours, 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 on each of approximately 15,000 freshman and 2,500 transfer applications. This involves curriculum review to determine which high school and college level courses meet both Appalachian and UNC General Administration 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. 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. As the Records Specialist for transfer and Distance Education applicants, this position must maintain a working understanding and knowledge of current transfer admission policies. This position is responsible for analyzing, with a course by course evaluation, the transferability of a student’s coursework and in conjunction with Admission policies determining the student’s admissibility to Appalachian. This position makes the initial admission determination on all transfer and Distance Education applicants. 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 General Administration 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 Counselor. It could also include tracking special populations of applicants 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	Attention to detail. Experience with large volumes of data entry.
Preferred Qualifications	Completion of high school and extensive records experience in coordinating data accuracy and managing workflow. Experience involving verbal and written communication. Experience with serving multicultural populations.
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 and occasional weekend hours
Number of Hours Per Week	40
Number of Months Per Year	12
Mandatory Staff	No
Physical Demands of Position	This is a yearlong position that is cyclical in nature based on application deadline and notification dates. The highest volume is processed between November and March each year. It requires the ability to work in a high traffic environment. It requires the physical ability to sit at a desk for extended periods of time to perform continuous high volume essential data entry. It also requires the ability to lift 50 lbs. of various admissions/office supplies.
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	03/12/2026
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/53466
Posting Number	201502950P

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

Resume
Cover Letter / Letter of Interest

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

HRS Home
Student Employment
Temporary Employment

UNC Wide Employment
NC State Agencies Employment

To ensure the security of your data, you will be logged out due to inactivity in 3 minutes at
.

Any data not saved will be lost.

Click 'OK' to keep your session active.

Original Job Description