Project Specialist (IVC - A&R)

SUMMARY DESCRIPTION

The Project Specialist (Admissions & Records) provides comprehensive administrative, operational, and customer service support for the Admissions and Records department. This role assists students throughout the application and enrollment process, maintains accurate records, and supports key initiatives such as system implementation and fraud mitigation efforts. The position also helps coordinate front desk operations and student worker activities, ensuring efficient service delivery during both regular and peak enrollment periods.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Enter and maintain accurate data in the IVC Student Inquiry Log and other tracking systems.

Assist students with the application process, providing guidance and answering questions.

Scan, copy, and print student documents (e.g., transcripts) to support application processing and verification.

Assist with reviewing dynamic forms and student requests.

Assist with the processing and coordination of Middle and High School Dual Enrollment process.

Assist with fraud mitigation efforts by identifying and escalating suspicious or inconsistent information.

Assist with scheduling and training Front Desk temporary staff.

Track hours for student workers, ensuring compliance with departmental expectations.

Provide general clerical and administrative support to Senior Admissions and Records Specialists during the implementation of the new application system.

Deliver customer service support during peak enrollment periods, including, in-person counter assistance, phone support and mail processing and response.

Assist with maintaining organized records and ensure compliance with institutional policies and procedures.

Knowledge of:

Student admissions and records processes, preferably in a higher education setting.

Basic office procedures, recordkeeping, and data entry best practices.

Customer service principles and practices.

Confidentiality requirements, including handling sensitive student information.

Skills and Abilities to:

Accurately input, review, and maintain data in multiple systems and databases.

Interpret and apply policies, procedures, and guidelines.

Communicate effectively, both verbally and in writing, with diverse populations.

Provide high-quality customer service in a fast-paced, high-volume environment.

Identify discrepancies or potential fraud and escalate appropriately.

Prioritize tasks, meet deadlines, and manage multiple responsibilities.

Train, guide, and support temporary staff and student workers.

Adapt to new systems, technologies, and process changes.

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work is performed primarily in a standard office environment. The role requires frequent use of computers and other office equipment. Physical demands include sitting for extended periods, repetitive hand and finger motions, reaching, bending, and occasional lifting of materials up to 25 pounds.