N96589 Admissions Record Specialist and Advisor - Tahlequah Campus

Admissions Records Specialist and Advisor

JOB SUMMARY

This position performs specialized duties in support of the maintenance of student records and provides academic advising services for Northeastern State University graduate students.

MAJOR DUTIES

Evaluates admission applications; examines transcripts, test scores, and documents for potential master's and doctoral students. Posts and maintains student academic information. Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel. Scans documents. Notifies students of admission status and of missing documents. Maintains admission hold on student records. Prepares specialized reports. Maintains the admissions procedure manual. Downloads and prints transcripts. Downloads electronic applications and disburses to appropriate campus. Evaluates and processes transfer credit for approval; evaluates academic transcripts and records. Provides students with registration and academic program information; communicates general policy information and available services to declared students. Assists students with course registration and other university processes. Ensures that students are familiar with the Graduate College catalog and other relevant advisement information and tools. Assists with the maintenance of Plans of Study and Course Sequence materials. Reviews and updates student information in the BANNER system as appropriate. Serves as liaison to instructional departments; facilitates student referrals to appropriate faculty advisor. Monitors student academic progression to ensure student retention standards are met. Attends regular departmental training sessions and other professional development activities. Coordinates intrusive advising appointments with students. Represents the College at assigned recruitment events and meetings as needed. Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of university and graduate program admissions policies and degree program requirements. Knowledge of academic standards governing the student population. Knowledge of student recruitment and retention principles. Knowledge of records management principles. Knowledge of customer service principles. Skill in the operation of computers and job related software programs. Skill in decision making and problem solving. Skill in interpersonal relations and in dealing with the public. Skill in oral and written communication.

SUPERVISORY CONTROLS

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. The employee reports to the Graduate College Dean.

GUIDELINES

Operational guidelines for the position include the Graduate College Catalog, Family Educational Rights and Privacy Act ( FERPA ) requirements, ORSHE requirements, and NACADA best practices. These guidelines require judgment, selection and interpretation in application. Guidelines also include university policies and procedures.

COMPLEXITY / SCOPE OF WORK

The work consists of varied academic advising and specialized duties. Frequent interruptions contribute to the complexity of the position. The purpose of this position is to provide academic advising to graduate students and specialized support for the maintenance of student records. Success in this position contributes to the efficiency and effectiveness of office operations.

CONTACTS

Contacts are typically with co-workers, other university personnel, faculty, staff, students, prospective students, and members of the general public. Contacts are typically to give or exchange information, to resolve problems, or to provide services.

PHYSICAL DEMANDS / WORK ENVIRONMENT

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee occasionally lifts light and heavy objects. The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position has direct supervision over assigned personnel.

MINIMUM QUALIFICATIONS

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an associate's degree. Equivalent experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship.

PREFERRED QUALIFICATIONS

Three or more years related work experience preferred. Annual salary $37,908.00 with excellent benefits, including generous leave time.

Anticipated hire date:

06/08/2026 Applications will be accepted until: 05/24/2026

NOTE:

Posting will close to applicants at 11:59 p.m., CST, on the date above. An application cannot be changed after it has been submitted. To complete the application process, it is critical to create a profile.

Notice to applicants:

It is Northeastern State University's policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original social security card will delay the hiring process and the ability to begin employment. Applicants must be currently authorized to work in the United States on a full-time basis.