Director, Admissions and Records

Position Summary & Essential Duties

The following duties and responsibilities, Knowledge, Skills and Abilities (KSA’s), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties and responsibilities, KSA’s, and physical requirements required of this position since changes to the position may occur at any time or additional requirements may be added over the course of time.

SUMMARY:

Under general supervision, this position is responsible for all facets of admission and records. This position reports directly to the Associate Vice President, Student Services and Enrollment Management, keeping him/her abreast of all planning, organizing, staff and development of Temple College’s student enrollment services.

Qualifications (Required and Preferred)

MINIMUM EDUCATIONAL AND WORK REQUIREMENTS (MINIMUM QUALIFICATIONS):

Master’s Degree and four (4) years of directly related full-time work experience or Bachelor’s degree and six (6) years directly related full-time work experience specific to the duties and responsibilities described.

PREFERRED:

Experience with Ellucian Colleague and Recruit software.

CERTIFICATION OR LICENSES:

Valid Texas Driver License

Job Duties and Responsibilities

The incumbent will:

• Serve as Custodian of records management at the College, including compliance with retention and release requirements, as well as safeguarding of student and college records.
• Be a visible and accessible member of the college community, committed to equity and excellence in all aspects of the student experience.
• Demonstrate professionalism and provide quality customer service in accordance with the college’s values, including maintaining positive working relationships, confidentiality, effective communication, accurate records, and an organized and safe working environment.
• Embrace current methodologies and develop new initiatives for Admissions and Records.
• Ensure institutional policies and practices provide fair and equitable treatment of all students and applicants.
• Set the tone and vision to provide world-class customer service to both current and prospective students.
• Lead, and be actively engaged in, processes for continuous improvement for the Admissions and Records Department, as well as the Student Services and Enrollment Management Division.
• Work collaboratively with other Student Services and Enrollment Management departments to create a seamless enrollment experience for students by implementing innovative approaches which remove barriers to their progress and enhancing their academic journey.
• Provide budget management and oversight for the Admissions and Records Department.
• Oversee technology and appropriate software systems, including updating, maintaining, troubleshooting, and running reports in technology platforms which support the management of department requirements for student records, application catalogs, communication plans, external user authentication and access errors, software patches and updates, staff security levels and training, and process documentation.
• Plan, evaluate, and implement the various technologies in providing efficient and effective services provided by the Admissions and Records Department.
• Coordinate with Business Office, Financial Aid, Advising, and other offices to ensure accuracy of records to ensure successful enrollment by the State of Texas.
• Maintain College class schedule, course inventory, and assist in preparing publications.
• Provide statistical data and reports as required by state and federal agencies and College personnel.
• Supervise student graduation activities including graduation audits, preparation of graduate list, coordination of graduation activities, preparation of honor graduate list for recognition, final certification of graduates and participation in graduation ceremony.
• Serve on college wide committees.
• Perform all other duties as assigned.

• A commitment to quality student-centered service and student success.
• Demonstrate professionalism and provide quality customer service in accordance with the college’s values, including maintaining positive working relationships, confidentiality, effective communication, accurate records, and an organized and safe working environment.
• Demonstrate flexibility, a willingness to learn, and ability to change
• Display empathy and positive regard for others in written, verbal and non-verbal communications.
• Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
• Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility.
• Dress appropriately for a workplace with frequent customer service interaction and community outreach.
• Commitment to on-going professional growth.
• Meet all required standards of confidentiality. Keep work areas in a clean and orderly manner.

Knowledge Skills and Abilities & Physical Demands

KNOWLEDGE:

• Demonstrated knowledge of strategic planning and implementation, resource development and allocation, personnel and faculty development, management, and initiation of change.
• Knowledge of student information systems such as CRM Recruit, Informer, Colleague, and Self-Service, and Microsoft applications.
• Knowledge of higher education application and enrollment processes.
• Demonstrated knowledge of State of Texas Records Retention policies.
• Demonstrated knowledge of FERPA requirements.

SKILLS:

• Skill in working with a diverse faculty, staff, and student body and an ability to promote a campus climate that supports Temple College’s values and encourages equity and inclusion.
• Strong interpersonal skills, including written, active listening, and verbal communication skills Skill in leadership, planning, assessment, and budgeting.
• Skill in strategic thinking and analytical problem-solving abilities.

ABILITIES:

• Ability to develop a highly collaborative working environment to achieve individual, departmental, divisional, and College-wide goals.
• Established ability to work with and advocate for traditionally underserved students and to support faculty and staff in meeting these needs with a commitment to diversity, equity, and inclusion.
• Ability to foster a transparent and relational leadership style which promotes collegiality and collaboration in the decision-making process and that originates from empathy, compassion, and care.
• Ability to gather data, compile information, and prepare reports.
• Ability to make administrative/procedural decisions and judgment.
• Ability to thrive in an atmosphere of constant change with enthusiasm.
• Supervisory experience for both professional and support staff.
• Ability to analyze and solve problems using creativity, good judgment, and initiative

PHYSICAL EFFORT:

Light physical activity is required with occasional lifting of objects up to 25 pounds.

WORKING CONDITIONS:

Work is normally performed in an office setting. Duties will require travel in personal or school owned vehicles. Director of Admissions and Records will be required to work outside of normal college hours to support evening staff and college events.

HOURS REQUIRED PER WEEK:

40

TRS/ORP:

TRS or ORP

SUPERVISORY DUTIES:

Associate Director, Admissions and Records

Admissions and Records Specialists

Admissions and Records Technicians

REPORTS TO:

Associate Vice President, Student Services and Enrollment Management