What are the responsibilities and job description for the Senior Specialist - Admissions position at Coastal Alabama Community College?
Position Summary
The Senior Specialist – Admissions performs clerical responsibilities and additional duties that support the office’s processes for maintaining department, division, or campus records and related procedures, following established policies, procedures, rules, and regulations.
Appropriate placement on the Alabama Community College System salary schedule E2-03.
For more information about salary schedules, refer to https://www.coastalalabama.edu/human-resources/.For any questions or additional information, please contact the Human Resources Department at hr@coastalalabama.edu.
Essential Duties and Responsibilities
At a minimum, the essential functions of this position shall include:
General Responsibilities of the Senior Specialist - Admissions:
- Resolves identity verifications within the Persona management system.
- Assists with the resolution of Duplicate PIDMS within the Banner system, which may include contacting designated staff among other ACCS colleges and submitting ACCS Helpdesk tickets.
- Serves as the primary Axiom processor to resolve errors to ensure student applications continue through the application flow with minimal delays.
- Assists with evaluation of student in-state residency eligibility requests.
- Assists the Director with the oversight of the Student Ambassador organization, as needed.
- Responds to student inquiries within the Admissions ticket system to help students resolve account issues and inquiries promptly.
- Performs receptionist duties and telephone communications such as answering phones, taking/delivering messages, answering calls from the phone queue system (if applicable); greeting students, employees, and/or guests; Scheduling appointments as necessary; Opening, sorting, and appropriately distributing incoming and outgoing mail; and answering routine questions to students, employees, and guests.
- Performs general clerical responsibilities for the office, department, and/or campus including, but not limited to: Calendar maintenance; Operating general office and computer equipment; Securing equipment repair as needed; Assisting with travel arrangements and conference requirements; and Assisting employees with standard departmental procedures during peak work periods.
- Performs record keeping and data entry responsibilities including but not limited to: Organizing and maintaining office filing system; Organizing and maintaining scanned documents; Copying; Recording and transcribing meetings; Data entry into multiple databases at one time; Typing correspondence (emails, memos, letters); Entering, editing, maintaining, and retrieving information and/or data on spreadsheets, databases, or other College systems; Assisting with reports and/or projects; Distributing information as directed; Assisting with the creation of brochures, flyers, and/or other materials;
- Performs purchasing responsibilities for the office/department, including, but not limited to: Creating purchase orders and processing requests for payment of invoices/requisitions; Ordering office supplies; Checking and maintaining office supply levels; Receiving materials; Verifying deliveries; and Assisting with periodic inventory.
- Assists with the organization and facilitation of meetings and/or events upon request. Schedules rooms for meetings and schedules the use of any Distance Education facilities for meetings and events.
- Resolves issues utilizing proactive critical thinking skills.
- Cross-trains with departmental staff and fills in for/assists other support personnel in the office in the event of absence, emergency, etc.
- Keeps office neat and presentable. Ensures that any materials approved for shredding are shredded.
- Makes suggestions to the Supervisor concerning improvement of the office, in keeping with policies and procedures.
- May schedule and train student employees.
- Performs all responsibilities using a high level of quality customer service to students and visitors.?
Office/Department/Division or Campus Responsibilities:
- Maintains student records, including, but not limited to: verifying student data entered during the application process; scanning supplemental application documents; maintaining and updating active and inactive records; filing all documents as required for the student record; entering, editing and retrieving data on college mainframe system.
- Assists students with student account and access issues as necessary.
- Assists with orientations and graduation, as needed.
All positions at Coastal Alabama have the job responsibilities below:
- Handles sensitive information in a confidential manner.
- Maintains a highly professional attitude and demeanor at all times.
- Provides responsible, appropriate, and satisfactory leadership on campus and within the College.
- Communicates positively and professionally in all aspects of the position.
- Attends all staff meetings, College meetings, and professional development activities.
- Becomes thoroughly familiar with all pertinent state and national policies and complies with said policies.
- Serves on and provides information to college committees as needed.
- Complies with ACCS and College policies, as well as state and federal laws.
- Ensures the positive promotion of the College and integration of all campuses within the College.
- Is prompt and punctual in reporting for work, meetings, and office hours.
- Performs other duties as assigned.
Qualifications
Required Qualifications
- Associate’s degree from a regionally accredited institution OR equivalent recent relevant full-time work experience (two years of full-time recent relevant work experience for every one year of college).
- One year of related experience.
- Knowledge of filing, typing, records management, and general office procedures.
- Excellent customer service delivery.
- Experience in the use of current educational technologies in the workplace including word processing, spreadsheet, database, presentation software (e.g., Microsoft Word, PowerPoint, Excel, and Outlook).
- Effective oral and written communication skills.
- Excellent time management skills.
- Ability to work well with others, work under pressure, and handle multiple and competing priorities.
- Ability to travel between campuses as needed. A current and valid driver’s license to travel between campuses, as needed.
Preferred Qualifications
- Bachelor's degree from a regionally accredited institution.
- Experience using Ellucian Banner ERP system.
- Community College experience.
- Ability to organize, manage confidential information, and oversee special projects through to completion.
- An understanding of and commitment to the philosophy and mission of a comprehensive community college.
- Commitment to all students and faculty including those of diverse cultures and ethnic backgrounds.
- An understanding of the broad range of students' abilities in an open admissions college and the ability to communicate to the community college student population.
Application Procedures/Additional Information
APPLICATION PROCEDURES:
A complete application packet consists of the following:
- A completed online application form.
- Current resume’ showing education degrees earned and complete employment history.
- Copies of transcripts from all colleges attended where required degrees were conferred. Degree(s) must be posted on transcripts. Official copies will be required if employed with the institution.
Applicants must meet the minimum qualifications as indicated in this vacancy announcement and must submit a completed application packet in order to be considered for an open position. Applications that do not have the required attachments are considered incomplete and will be immediately rejected. In addition, only completed applications received during the period of this vacancy announcement will be considered.
All applicants are required to apply on-line for job opportunities. To apply on-line, go to http://www.coastalalabama.edu/employment/ and click on the job title you are interested in and then click on the "Apply" link. If this is the first time you are applying using our on- line job application, you will need to create an account and select a Username and Password.
Please Note:
- It is recommended that you have digital (PDF) copies of your resume and unofficial and/or official transcripts. You will be required to upload this during the application process.
- We do not accept paper, faxed or emailed applications and application materials.
- You may not put “see resume” on any section of the application form.
- Please ensure that uploads are not behind a paywall or a password-protected area. The screening committee may disqualify your application packet if required uploads are inaccessible.
- When you finish the steps to apply to a job, you will receive an on-screen notice that you’ve successfully applied. However, this notice does not mean your application materials are complete.
- Correspondence regarding positions (i.e., scheduled interview appointment, position filled announcement) will be sent to applicants through the e-mail address used on the applicants’ NEOGOV accounts. Applicants are required to monitor their e-mail accounts for updates regarding positions.
- Incomplete application packets will eliminate the possibility of an interview. It is the sole responsibility of the applicant to ensure his or her application packet is complete.
- The college may require that applicants for faculty positions submit supplementary information from the attending college registrar to explain undergraduate courses that received graduate credit on the academic transcript prior to being considered for an interview.
ADDITIONAL INFORMATION:
Coastal Alabama Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, shall be discriminated against on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age or any other protected class as defined by federal and state law.
It is College policy to provide equal opportunity for employment and advancement to all applicants and employees as required by appropriate federal and state law.
Coastal Alabama Community College will make reasonable accommodations for qualified disabled applicants or employees. Applicants in need of an accommodation(s), should contact the Human Resources Office prior to the interview.
Coastal Alabama Community College reserves the right to withdraw this job announcement at any time prior to the awarding. The College reserves the right to fill the position within one year of the stated anticipated starting date or not to fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.
Coastal Alabama Community College is a multi-campus organization and employees of the College may be assigned to work at any of the College worksites, may be required to travel among various work sites for both day, evening, and weekend responsibilities, and must provide their own mode of transportation.
Coastal Alabama Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.
In accordance with Alabama Community College System policy and procedures, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.
Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense.
Employer
ACCS
Website
1
Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.
8 hours per month
(may accumulate an unlimited number)
(may accumulate an unlimited number)
Annual Leave
All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office.
0-4 years 8 hours per month
5-9 years 10 hours per month
10-14 years 12 hours per month
15-19 years 14 hours per month
20 16 hours per month
(may accumulate up to 480 hours)
Personal Leave
All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year.
Unused Personal Leave converts to sick leave if not used.
(converts to sick leave at the end of August each year if not used)
Professional Leave
Up to 10 days a year of professional development leave with pay may be granted by the President.
Holidays
New Year's Day
Martin Luther King/Robert E. Lee Birthday
National Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Eve
Christmas Day
16 (5 locally assigned)
Contracted Work Days
260
Retirement
The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama.
Tier I - Pays 7.50% monthly. State matches 14.57% (effective 10/01/25)
Tier II – Pays 6.20% monthly. State matches 13.61% (effective 10/01/25)
Law Enforcement Officers:
Tier I-Pays 8.50% monthly. State matches 14.57% (effective 10/01/25)
Tier II- Pays 7.20% monthly. State matches 13.61% (effective 10/01/25)
Health Insurance
PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA.
Premium amounts:
- Single $ 30
- Family (without Spouse but with dependents) $ 207
- Employee Spouse (no dependents) $ 282
- Family (with Spouse and dependents*) $ 307
- Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.
Tobacco Usage Premium
- Member $ 50
- Spouse $ 50
Wellness Premium
- Member $ 50
- Spouse $ 50
If desired, the employee may elect four options rather than health insurance options to include hospital indemnity, cancer, dental, and vision.
Optional Coverage Plan Premiums
- Cancer, Indemnity, and Vision Single or Family (cost per plan) $ 38
- Dental Single $ 38 Dental Family $ 50
Duty Hours
(hours vary by campus and needs of the student)
Tuition Assistance
This tuition waiver program is designed for all full-time instructional and non-instructional employees of The Alabama College System and the Alabama Department of Postsecondary Education and their dependents as defined under by policy. The program will be coordinated by each institution for employees within The Alabama College System and the Alabama Department of Postsecondary Education. An application form for the tuition assistance program is available in the Human Resources office and should be completed prior to registration for classes.
Employees/Dependents at two-year colleges:
- 1/3 waived after 1st year
- 2/3 waived after 2nd year
- 3/3 waived after 3rd year
Salary : $100 - $800