Student Services Specialist (Admissions, Records and Registration)
Maricopa Community College district, Glendale, AZ, United States
Student Services Specialist (Admissions, Records and Registration)
Job ID:
322184
Location:
Glendale Community College
Full/Part Time:
Full Time
Regular/Temporary:
Regular
Salary Range
$19.17 - $23.99/hourly, DOE
Grade
109
Work Schedule
Monday - Thursday, 9am - 6pm, Friday, 8am - 5pm
Summer Hours: Monday - Thursday, 7am-6pm
Work Calendar
12 Months
Job Summary
The Admissions & Records Student Services Specialist plays a vital role in delivering accurate, timely, and student-centered support to new and continuing students via phone, email, live chat, and in person. This position is key in creating a welcoming and service-oriented experience by addressing a wide range of student needs with professionalism and empathy. This position is student-facing and requires a proactive, service-minded professional dedicated to helping students succeed.
The specialist assists students with a wide range of admissions and records services, including determining residency for tuition purposes, processing enrollments, guiding students through special admissions and enrollment procedures, verifying identity, evaluating transcripts, and supporting outreach and communication efforts.
A successful candidate will demonstrate outstanding customer service and communication skills, with the ability to actively listen, respond with empathy, and resolve issues efficiently. The role requires careful attention to detail, sound judgment, and the ability to navigate complex policies and procedures while maintaining a friendly and solutions-focused approach.
Working both independently and collaboratively in a fast-paced environment, the specialist upholds the highest standards of professionalism and equity, ensuring every student interaction reflects a commitment to inclusion, respect, and student success.
Essential Functions
30% - Frontline Student Support & Communication
Provide high-quality, student-centered service and assistance to new and continuing students across all admissions, records, and registration services— including enrollment for both credit and non-credit programs. Supports the Admissions & Records (A&R) front counter, welcome desk triage, and support services by responding to inbound phone calls, live chats, and email inquiries. Compose, edit, and prepare clear, professional correspondence with a strong emphasis on excellent customer service, rapid response times, and accurate referrals to other student service departments. Demonstrate active listening, empathy, and problem-solving in every interaction.
30% - Records Management & Compliance
Maintains and updates student records in compliance with the Family Educational Rights and Privacy Act (FERPA) and all applicable federal, state, and institutional policies. Reviews and processes student requests related to residency classification, lawful presence, identity verification, special admissions, FERPA/U-18, enrollment verifications, domicile, and Western Undergraduate Exchange (WUE). Responds accurately and professionally to record-related phone and email inquiries, ensuring clear and student-friendly communication of complex information.
30% - Data Processing & System Management
Assists with auditing reports related to enrollment, residency, and prerequisites. Processes student-submitted documents through in-person interactions and electronic platforms. Accurately enters and maintains data within a variety of student information systems, including the Student Information System (SIS), Dynamic Forms, and electronic document imaging software. Ensures data integrity and consistency while supporting operational efficiency.
10% - Team Collaboration & Campus Engagement
Contributes to a collaborative team environment by assisting with training new staff, part‑time employees, and student workers. Provides backup support to department leads and represents Admissions & Records at campus and community outreach events, including enrollment fairs, campus tours, and presentations. Participates in cross-functional committees, special projects, data collection efforts, and continuous process improvement initiatives.
Minimum Qualifications
Associate’s Degree from a regionally accredited institution and one year full-time of student services or college teaching experience or experience assisting with educational program development and coordination, student advisement, financial aid, or related enrollment services programs.
OR an equivalent combination of the conferred degree and directly related full‑time work experience sufficient to successfully perform the essential duties of the job, unless otherwise subject to any other requirements set forth in law or regulation.
Desired Qualifications
Two years of demonstrated experience providing exceptional customer service in a fast‑paced public serving environment, including the ability to communicate effectively, respond promptly and courteously to student and staff needs, and foster a welcoming atmosphere that supports student success.
Effective written communications skills.
Two (2) years of experience maintaining accurate records or processing sensitive information with confidentiality and precision, preferably within a higher education, government, or similarly regulated setting.
One (1) year of experience working with complex data systems such as Student Information Systems (SIS), customer management platforms, or electronic document management tools (e.g., Dynamic Forms, OnBase, or similar), with the ability to learn new technologies quickly.
Two (2) years of experience contributing to a collaborative team environment, supporting colleagues, and/or participating in cross‑departmental initiatives or projects in an educational or customer service setting.
Special Working Conditions
Possession of a valid State of Arizona Class D driver's license is required.
Travel to campus during the interview/selection process will be at the candidate’s own expense.
Will be required to travel or be assigned to all MCCCD locations.
May require numerous evenings or weekends.
May require prolonged periods of viewing a computer screen.
May be required to lift or carry up to 25 lbs.
Benefits
Nationwide Medical, Dental, and Vision Coverage
Paid Time Off: Vacation, Sick Leave, and Personal Time
20 Paid Observed Holidays
Company‑paid Life Insurance, AD&D, and Short‑Term Disability plans, with the option to purchase supplemental coverage
Arizona State Retirement System (ASRS) Pension, including Long Term Disability and Retiree Health Insurance with 100% employer‑matching contributions
Optional Retirement Plans: 403(b), 457(b), Roth 403(b), Roth 457(b)
Tuition Reimbursement for employees and dependents
Annual Professional Development Funding
Flexible Work Schedules
District‑Wide Wellness Program with Workshops and Webinars
Monthly Health & Wellness Calendar and Newsletter
Virta Diabetes Reversal Program, Support Groups, and Diabetes Empowerment Education Programs
Employee Assistance Program (EAP)
Sight‑On‑Site Eye Care Services
Mobile On‑Site Mammography Screenings
Pre‑Retirement Planning Events
Qualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full‑time for an eligible employer)
EEO, Title IX, & Clery Act
Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.
Title IX of the Education Amendments of 1972 states: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance."
The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators.
The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act.
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Job ID:
322184
Location:
Glendale Community College
Full/Part Time:
Full Time
Regular/Temporary:
Regular
Salary Range
$19.17 - $23.99/hourly, DOE
Grade
109
Work Schedule
Monday - Thursday, 9am - 6pm, Friday, 8am - 5pm
Summer Hours: Monday - Thursday, 7am-6pm
Work Calendar
12 Months
Job Summary
The Admissions & Records Student Services Specialist plays a vital role in delivering accurate, timely, and student-centered support to new and continuing students via phone, email, live chat, and in person. This position is key in creating a welcoming and service-oriented experience by addressing a wide range of student needs with professionalism and empathy. This position is student-facing and requires a proactive, service-minded professional dedicated to helping students succeed.
The specialist assists students with a wide range of admissions and records services, including determining residency for tuition purposes, processing enrollments, guiding students through special admissions and enrollment procedures, verifying identity, evaluating transcripts, and supporting outreach and communication efforts.
A successful candidate will demonstrate outstanding customer service and communication skills, with the ability to actively listen, respond with empathy, and resolve issues efficiently. The role requires careful attention to detail, sound judgment, and the ability to navigate complex policies and procedures while maintaining a friendly and solutions-focused approach.
Working both independently and collaboratively in a fast-paced environment, the specialist upholds the highest standards of professionalism and equity, ensuring every student interaction reflects a commitment to inclusion, respect, and student success.
Essential Functions
30% - Frontline Student Support & Communication
Provide high-quality, student-centered service and assistance to new and continuing students across all admissions, records, and registration services— including enrollment for both credit and non-credit programs. Supports the Admissions & Records (A&R) front counter, welcome desk triage, and support services by responding to inbound phone calls, live chats, and email inquiries. Compose, edit, and prepare clear, professional correspondence with a strong emphasis on excellent customer service, rapid response times, and accurate referrals to other student service departments. Demonstrate active listening, empathy, and problem-solving in every interaction.
30% - Records Management & Compliance
Maintains and updates student records in compliance with the Family Educational Rights and Privacy Act (FERPA) and all applicable federal, state, and institutional policies. Reviews and processes student requests related to residency classification, lawful presence, identity verification, special admissions, FERPA/U-18, enrollment verifications, domicile, and Western Undergraduate Exchange (WUE). Responds accurately and professionally to record-related phone and email inquiries, ensuring clear and student-friendly communication of complex information.
30% - Data Processing & System Management
Assists with auditing reports related to enrollment, residency, and prerequisites. Processes student-submitted documents through in-person interactions and electronic platforms. Accurately enters and maintains data within a variety of student information systems, including the Student Information System (SIS), Dynamic Forms, and electronic document imaging software. Ensures data integrity and consistency while supporting operational efficiency.
10% - Team Collaboration & Campus Engagement
Contributes to a collaborative team environment by assisting with training new staff, part‑time employees, and student workers. Provides backup support to department leads and represents Admissions & Records at campus and community outreach events, including enrollment fairs, campus tours, and presentations. Participates in cross-functional committees, special projects, data collection efforts, and continuous process improvement initiatives.
Minimum Qualifications
Associate’s Degree from a regionally accredited institution and one year full-time of student services or college teaching experience or experience assisting with educational program development and coordination, student advisement, financial aid, or related enrollment services programs.
OR an equivalent combination of the conferred degree and directly related full‑time work experience sufficient to successfully perform the essential duties of the job, unless otherwise subject to any other requirements set forth in law or regulation.
Desired Qualifications
Two years of demonstrated experience providing exceptional customer service in a fast‑paced public serving environment, including the ability to communicate effectively, respond promptly and courteously to student and staff needs, and foster a welcoming atmosphere that supports student success.
Effective written communications skills.
Two (2) years of experience maintaining accurate records or processing sensitive information with confidentiality and precision, preferably within a higher education, government, or similarly regulated setting.
One (1) year of experience working with complex data systems such as Student Information Systems (SIS), customer management platforms, or electronic document management tools (e.g., Dynamic Forms, OnBase, or similar), with the ability to learn new technologies quickly.
Two (2) years of experience contributing to a collaborative team environment, supporting colleagues, and/or participating in cross‑departmental initiatives or projects in an educational or customer service setting.
Special Working Conditions
Possession of a valid State of Arizona Class D driver's license is required.
Travel to campus during the interview/selection process will be at the candidate’s own expense.
Will be required to travel or be assigned to all MCCCD locations.
May require numerous evenings or weekends.
May require prolonged periods of viewing a computer screen.
May be required to lift or carry up to 25 lbs.
Benefits
Nationwide Medical, Dental, and Vision Coverage
Paid Time Off: Vacation, Sick Leave, and Personal Time
20 Paid Observed Holidays
Company‑paid Life Insurance, AD&D, and Short‑Term Disability plans, with the option to purchase supplemental coverage
Arizona State Retirement System (ASRS) Pension, including Long Term Disability and Retiree Health Insurance with 100% employer‑matching contributions
Optional Retirement Plans: 403(b), 457(b), Roth 403(b), Roth 457(b)
Tuition Reimbursement for employees and dependents
Annual Professional Development Funding
Flexible Work Schedules
District‑Wide Wellness Program with Workshops and Webinars
Monthly Health & Wellness Calendar and Newsletter
Virta Diabetes Reversal Program, Support Groups, and Diabetes Empowerment Education Programs
Employee Assistance Program (EAP)
Sight‑On‑Site Eye Care Services
Mobile On‑Site Mammography Screenings
Pre‑Retirement Planning Events
Qualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full‑time for an eligible employer)
EEO, Title IX, & Clery Act
Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.
Title IX of the Education Amendments of 1972 states: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance."
The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators.
The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act.
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