Records Specialist

About the University of Oklahoma Office of Admissions & Recruitment (OAR)

The University of Oklahoma Office of Admissions & Recruitment (OAR) is dedicated to attracting the next generation of Sooners. Our team operates from Norman and extends its reach across the state, nation, and internationally. We offer crucial support to incoming domestic and international freshman and transfer students as they navigate the complexities of the college application and decision-making process. Additionally, we collaborate with parents, counselors, and communities to provide valuable resources for students interested in pursuing higher education. Our overarching goal is to cultivate a vibrant community with limitless potential by recruiting academically qualified students possessing diverse educational, service, involvement, and community experiences.

We Value These Qualities

At OAR, we seek individuals who embody the following core values:

• Integrity: Demonstrating accountability, sound judgment, and honesty to ensure a safe and professional environment for students, families, and team members, coupled with strong emotional intelligence and self-awareness. Communication should always be transparent, professional, and thoughtful.
• Care: Prioritizing an exceptional experience for every individual encountered at each stage of the student journey. This includes providing friendly, welcoming, and approachable service, alongside a commitment to collaboration and a positive, team-player attitude.
• Intentionality: Exhibiting a strong work ethic, contributing to the excellence of the Division of Enrollment Management, OAR, and OU, and demonstrating self-motivation. Consistently meeting deadlines and responding in a timely manner are crucial.
• Innovation: Possessing a natural curiosity for learning and continuously pursuing personal and professional growth within college enrollment management. Focusing on innovation, understanding positive change, and demonstrating strong analytical abilities are essential. Efficiency is achieved through researching best practices and prioritizing creativity.

Essential Duties of the Records Specialist

• Performs routine records processing duties in strict accordance with specific rules and instructions.
• Maintains files and processes admissions applications, ensuring accurate coding where predetermined.
• Reviews and evaluates applications for admission in a timely and precise manner, adhering to institutional guidelines.
• Updates and maintains data within various databases.
• Interacts electronically with customers regarding University policies and procedures.
• Processes various reports and queries to extract relevant data, utilizing computer systems/programs under general supervision.
• Manages individual projects by organizing, analyzing, and processing compiled data.
• Receives and organizes supporting application materials submitted to OAR; digitizes and classifies supporting documentation within the admissions CRM.
• Utilizes the CRM to identify duplicate student and organization records for merging.
• Procures necessary documents from partnering higher education document vendors.
• Performs additional duties as required to successfully fulfill the responsibilities of the position.

Job Requirements

Required Education and Experience:

• High School Diploma or GED, AND:
• 12 months of office or clerical experience.

Skills:

• Ability to communicate effectively, both verbally and in writing.
• Basic math skills.
• Basic computer proficiency.
• Proficient in Microsoft Office, including Word and Outlook.
• Strong attention to detail for ensuring data and information accuracy.
• Knowledge of basic HIPAA records handling standards.

Certifications: None

Working Conditions:

• Physical: Ability to sit for prolonged periods, communicate effectively, engage in repetitive motion, lift up to 30lbs, stand, reach, stoop, and use a computer and telephone.
• Environmental: Standard office environment.

THIS POSITION IS A REMOTE POSITION

Key skills/competency

• Records Management
• Data Entry
• Application Processing
• CRM Software
• Data Accuracy
• Verbal Communication
• Written Communication
• Microsoft Office
• HIPAA Compliance
• Organizational Skills