Enrollment Services Specialist- Processing

About the Role

The Enrollment Services Processing Specialist performs general and technical clerical, processing, records, and customer service functions supporting Enrollment Services, including Admissions, Records, and Financial Aid. The specialist processes student records and enrollment‑related documentation, assists students through enrollment processes, maintains data integrity within institutional systems, and supports operational efficiency across the division.

Essential Functions

• Understand and communicate Enrollment Services processes, procedures, forms, deadlines, and required documentation for Admissions, Records, and Financial Aid.
• Process incoming documents such as admissions applications, immunization records, test scores, high school and college transcripts, financial aid verification documentation, scholarship applications, FERPA requests, address/name changes, enrollment verifications, change‑of‑major requests, and transcript processing requests.
• Review, evaluate, and process student records and enrollment documentation for accuracy, completeness, and compliance with institutional requirements.
• Operate electronic and hard‑copy transcript functions, including downloads, indexing, scanning, and imaging.
• Assess transfer student records and assist with transcript evaluation and placement procedures.
• Review applicants for placement requirements and assist with admissions processing and decisions after receipt of required documentation.
• Coordinate scanning, indexing, imaging, retention, and disposal of received documents per institutional procedures.
• Contact students, schools, agencies, and other entities to resolve issues related to enrollment documents, records, and processing requirements.
• Send correspondence and notifications related to admissions, records, financial aid, and enrollment processing activities.
• Maintain ongoing knowledge of federal, state, TBR, FERPA, financial aid, and institutional regulations.
• Efficiently operate Banner, SLATE, Outlook, Word, Excel, imaging systems, and other enrollment technologies.
• Assist with operational processes that support enrollment, progression, retention, persistence, and graduation goals.
• Maintain accuracy, confidentiality, and integrity of student records and institutional data.
• Provide excellent customer service to students, faculty, staff, and community members through in‑person, phone, and electronic communication.

Supplemental Functions

• Work collaboratively with college personnel regarding enrollment‑related questions, issues, and processes.
• Support cross‑functional Enrollment Services operations during peak processing periods.
• Perform other work‑related duties as assigned.
• Handle multiple tasks simultaneously while maintaining attention to detail and accuracy.
• Exercise sound judgment in working with students, employees, and confidential information.

Education, Training, and Experience

• High school diploma or equivalent required.
• One (1) year of college coursework preferred.
• Minimum of two (2) years of full‑time general clerical, records, processing, customer service, or data entry experience required.
• Full‑time experience in higher education, student services, admissions, records, financial aid, or related administrative operations preferred.
• Experience with Banner or similar student information systems preferred.

Knowledge, Skills, and Abilities

• Ability to work independently with minimal supervision.
• Ability to relate effectively to a diverse student, faculty, staff, and community population.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Proficiency with PC software applications, databases, and student information systems.
• Strong organizational skills and attention to detail for maintaining accurate records and processing documentation.
• Ability to handle multiple priorities and tasks simultaneously in a fast‑paced environment.
• Ability to use sound judgment and maintain confidentiality of student records and sensitive information.
• Ability to learn and apply federal, state, institutional, and FERPA regulations related to enrollment services.
• Ability to adapt to changing operational needs and cross‑functional responsibilities.

Working Conditions

• Heavy use of computers and enrollment technology systems; must be able to sit for extended periods.
• Occasional lifting, bending, and stooping.
• Normal sitting and movement in an office environment.
• Overtime and flexible work hours may occasionally be required.
• Travel to campuses and other locations within the college service area for meetings and job‑related activities may be required.

Salary

Annual salary range: $32,480 to $38,970. Salary offers are determined based on documented education and relevant full‑time experience.

Benefits

• Vacation and sick leave
• 14 paid holidays
• Medical, dental, vision, and life insurance
• Retirement plans, including optional 401(k) and 403(b) deferred compensation
• Educational benefits for the employee and their spouse and dependents

About Columbia State Community College

Established in 1966 as Tennessee’s first community college, Columbia State is committed to student success, economic development, and community growth across a nine‑county service area. The college is a member of the Tennessee Board of Regents and offers a comprehensive benefits package to its employees.