Job Description

Position Summary

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Under the supervision of the Director of Enrollment Services/Registrar, the employee performs activities related to all admissions and records functions, including enrollment and registration processes, records management, local, state and federal reporting and compliance. The employee has a highly responsible position that requires significant computer entry and retrieval skills in receiving and scanning admissions and student records. The employee also assists in office management, works with registration, and assists with withdrawal and drop/add processing. The employee utilizes judgment and initiative in performing diversified functions in support of the overall admissions and records operations.

POSTING DATE

: NOVEMBER 3, 2025

SALARY:

Appropriate placement on Salary Schedule E4, 05 (range: $31,698 - $46,854).

ANTICIPATED START DATE

: DECEMBER 1, 2025

The position will be based on the Wallace Campus in Dothan.

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.

Essential Duties and Responsibilities

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ESSENTIAL FUNCTIONS:

The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability that is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation.

ESSENTIAL FUNCTION: Admissions/Records Management. Performs activities to implement the admissions programs for both new applicants and transfer students at WCC.

Maintains the security and confidentiality of all student records in accordance with the Family Privacy Act of 1974. Assesses admission documents and credentials submitted by new applicants and transfer students for admission to the College and makes recommendations regarding admissibility and residency status. Evaluates admission for special populations, to include dual enrollment, accelerated high school, international students, and students from non-accredited high schools. Provides prospective students with information about orientation and placement testing. Performs data entry of admissions applications into the College system. Conducts follow-up with students to ensure admissions documentation is complete and provides admissions information based on complete or incomplete credentials. Implements and maintains processing holds for Admissions and Records. Evaluates high school transcripts, to include diploma type, graduation date, and school accreditation. Evaluates and processes incoming college transcripts for transfer credit. Researches course descriptions for incoming credit and coordinates with Department Chairs to evaluate description and assign equivalent credit. Awards CLEP, AP, military, transfer and other non-traditional credit. Evaluates military credits from various sources and awards credit as appropriate under ACE guidelines. Maintains well-organized files within College's data system. Maintains student requests for address and name changes, transcripts, enrollment histories, attendance verifications, degree audits, grade changes, academic bankruptcy, course substitutions, and transient authorizations. Performs clean-up of data and "not found" transcript files. Assists students, faculty and staff with admissions and records matters. Scans all records, transcripts, paperwork, student applications, and other student record information. Generates student files and matches student records and documents with appropriate files. Provides students with records information. Maintains current and inactive permanent record files; stores and retrieves files. Assists Financial Aid with posting Common Origination & Disbursement information to student records. Assists with all graduation preparation activities, to include tracking, auditing, updating forms, mail outs, degree audits and checklists, cap and gown orders, printing of current and replacement diplomas, inventory, graduation program preparation, and ceremony preparation. Coordinates with advisors regarding course substitutions. Completes end-of-term processing, to include probation, suspension, pre-requisites not met, vendor/dual enrollment lists, etc.

ESSENTIAL FUNCTION: Office Management. Performs various office functions to ensure efficient and timely processing of student admissions records and documents.

Makes routine decisions in absence of Director. Receives telephone, email, and personal inquiries and provides necessary information. Prepares and types general correspondence for mailing and email. Prepares and mails/emails materials to prospective students. Reviews, edits, and proofs correspondence, reports, documents, and records for accuracy, completeness, and conformance to applicable rules and regulations. Maintains a computer filing system that fosters the ability to enter, edit, and retrieve data from computer files on request. Provides backup for other office functions in the event of absences, emergencies, or changes in work flow. Processes drop/add forms and coordinate appropriate withdrawals procedures. Answers inquiries, makes appointments and provides information concerning standards, procedures and programs within department and College. Speaks to students and other visitors and establishes a rapport with students and others that encourages trust and establishes an image of the customer's importance to the College. Understands, interprets, and implements FERPA rules and regulations when dealing with students and parents. Understands contract law and the limits thereof regarding the ability to bind the institution.

ESSENTIAL FUNCTION: General Operations. Performs other department activities to ensure efficient, high quality service is provided to students.

Serves on search committees as assigned by the President. Assist with college tours.

ESSENTIAL FUNCTION: College Expectations. Dependability, attendance, punctuality, and a commitment to do the job right are essential at all times.

Reports to work on time, at the appropriate workstation or department during all departmental/position scheduled work days and during all departmental/position scheduled work hours. Understands that failure to report for work and/or reporting late without prior approval are unacceptable practices and will result in disciplinary action. Performs a productive full day's work. Ensures that service to students and the general public is top priority. Demonstrates a considerate, friendly, respectful and constructive attitude toward fellow employees and students. Adheres to all College and System policies and procedures. Performs other duties as assigned.

Qualifications

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Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet in order to be considered for this position. A complete online application packet must be received no later than

2:00 pm, Tuesday, November 18, 2025

.

Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:



Completed Wallace Community College online employment application Current resume Cover letter describing specifically how your experience and qualifications meet the required qualifications. Employment verification letter(s) verifying a minimum of two years of full-time general clerical experience in a business office in a service-related field. Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature. If an employment verification cannot be obtained, i.e. business is no longer in operation, an applicant may submit copies of appointment letters or contracts or pay stubs or W-2 forms to verify the minimum required two year of experience. Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum education.Transcripts may be unofficial for the application process but they must identify the applicant, institution, degree earned and the date the degree was conferred.

(A copy of the diploma will not suffice)

.

NOTE

: If employed, official transcripts will be required at that time.

APPLICATIONS MUST BE FILED ONLINE AT:

www.wallace.edu/employment

IF AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION, CONTACT THE HUMAN RESOURCES DEPARTMENT AT WALLACE COLLEGE (334-556-2519)

Please Note:

ALL APPLICATION MATERIALS MUST BE SCANNED

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.

If you need assistance scanning documents, please contact:

Human Resources

Monday - Thursday 7:30 am - 4:30 pm

Friday 7:30 am - 2:00 pm

334-556-2519

WE DO NOT ACCEPT FAXED OR E-MAILED

application materials. 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. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement. All correspondence with applicants regarding the College's search process will be sent via e-mail.

If you need technical assistance after reviewing the instructions, please contact:

NEOGOV Customer Service:

Monday-Friday

8:00 am - 5:00 pm PST

(855) 524-5627

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.



If you have a disability and require accommodations, please notify us at (334) 556-2519.



Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.



Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.



The College reserves the right to withdraw this job announcement at any time prior to the awarding.