Admissions & Records Specialist

Position Summary

The Admissions & Records Specialist at Gadsden State Community College is responsible for managing and processing student admissions and academic records. Key duties include data entry into software systems, evaluating transcripts, processing applications, and maintaining accurate student records. This role requires effective communication with various departments to ensure seamless student enrollment and record-keeping processes.

Direct Supervisory Responsibility: NO

Essential Duties and Responsibilities

• Enters and maintains admissions and records data in software systems
• Communicates with enrollment services, financial aid, instructors, division chairs, IT, and Deans regarding student admissions, registration, attendance, reinstatement, and academic records
• Performs major changes, registers students, and withdraws students
• Evaluates high school transcripts and processes admissions applications
• Processes grade changes, roster changes, academic standing updates, and manages Academic Bankruptcy and Course Forgiveness requests
• Submits National Student Clearinghouse enrollment transmissions and error corrections.
• Approves and distributes enrollment verifications
• Serve as Designated School Official (DSO) to issue the form I-20 to international students
• Assists financial aid with the unofficial withdrawal process
• Assists with creating new courses, new programs, and prerequisite settings in Banner
• Assists with mass emails and email merges
• Assists with duplicate resolution and incorrect SSNs
• Sorts, checks for accuracy and completeness, posts and scans documents related to student record management
• Maintains transcript associated files and routine correspondence
• Assists with the beginning-of-term and end-of-term processing procedures
• Serves as backup for college transcript evaluator
• Assists in coverage as needed for the front counter
• Assists with graduation ceremonies at the end of each semester
• Complies with all policies of the Alabama Community College System and the College

Qualifications

• Two (2) years of postsecondary education with a minimum of 15 semester hours in business or office-related coursework required. Associate’s degree preferred
• Two (2) years of experience in a postsecondary student services office preferred
• Friendly personality; enthusiastic, positive attitude; evidence of trustworthiness and ethical conduct; effective human relations skills; strong work ethic

• Experience with Banner (or similar ERP systems) preferred
• Effective oral and written communication skills; effective telephone techniques
• Ability to learn assigned clerical tasks readily and to adhere to prescribed institutional routines
• Ability to make mathematical computations and tabulations accurately
• Ability to understand and carry out moderately complex oral and written instructions
• Ability to establish and maintain effective working relationships with students, other employees, and the public
• Ability to maintain confidentiality of office information and FERPA compliance
• Ability to keyboard at 40 correct (net) words a minute for 3 minutes
• Knowledge of advanced word processing, including merge functions, database, and spreadsheet software (Computer Level II Exam)
• Working knowledge of office procedures; general office procedures, GSCC procedures, composition, machine transcription, and records management (Office Procedures Level II Exam)

Application Procedures/Additional Information

PROJECTED STARTING DATE:
September 2026

SALARY: Salary Schedule E3,04, ($41,349 - $59,541) Based on the 2026-2027 ACCS Salary Schedules. Salary will be based on VERIFIED education and years of VERIFIED FULL-TIME directly related experience that is stated on the initial job application and resume. Be sure all experience is stated on the application!

APPLICATION DEADLINE:
August 20, 2026– 4:00 P.M.

APPLICATION PROCEDURE:
Only complete application packages will be given consideration for employment. Complete package consists of (a) Gadsden State Community College application, (b) letter of interest, (c) current resume; and (d) copies of transcripts of post-secondary education.

Application materials must provide documentation that the applicant meets all minimum qualifications.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

APPLICATIONS MUST BE FILED ONLINE AT: https://www.gadsdenstate.edu/about-us/employment.cms

IF AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION, CONTACT THE HUMAN RESOURCES DEPARTMENT AT GADSDEN STATE (jobs@gadsdenstate.edu).

Salary Calculation: For all positions on all Salary Schedules, the salary amount for the selected applicant is determined by step placement on the applicable schedule. Step placement is dependent upon the following: (a) all full-time work experience in public education in Alabama and (b) all other full-time work experience outside of public education in Alabama that, in the sole judgment of the College, directly relates to the requirements of the position. The applicant selected for the position must provide written verification(s) of this full-time work experience within the time provided herein if such experience is to be considered in determining their initial step place on the Salary Schedule.

Format for Work Experience Verifications: Work experience verifications should be in the form of verification letters from employers and must include complete employment dates, job title(s), job duties, and an indication whether such employment was full-time or part-time, and if part-time, the average number of hours worked each week. The letters should be on official letterhead and contain an authorized personnel signature. The College’s official employment verification form is also acceptable and is available upon request. If an employment verification cannot be obtained due to a legitimate reason, for purposes of meeting minimum requirements an applicant may submit copies of other trustworthy documentation such as appointment letters, contracts, pay stubs, or W-2 forms documenting the term of employment. However, such documentation is generally insufficient for salary calculation purposes if job duties and dates of employment are not self-evident in the documentation.

Please Note:

• ALL APPLICATION MATERIALS MUST BE ELECTRONIC- It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement.