Data & Records Specialist for Enrollment Operations

General Job Description:

The Enrollment Operations Data & Records Specialist supports the mission of Gardner-Webb University by ensuring accurate, timely, and organized processing of admissions data and student records across all enrollment pipelines (Undergraduate and Graduate). This position provides essential technical and administrative support to the Director of Enrollment Operations by handling data entry, transcript and document processing, CRM record maintenance, and workflow support within Slate, Banner, and related systems.

The specialist plays a critical role in maintaining the integrity of student records, supporting daily operational tasks, and delivering excellent service to both internal campus offices and prospective students. This position requires strong attention to detail, organizational skills, and the ability to work efficiently in a fast-paced, high-volume environment.

- Enter, update, and maintain inquiry, applicant, and student data in Slate, Banner, and other University supported software, following workflows and procedures.

- Create and maintain student records, ensuring accuracy and consistency across systems.

- Assist with uploading, scanning, indexing, and verifying all incoming documents, including transcripts, test scores, recommendation letters, financial documents, and identification forms.

- Support the management of digital and physical student files, including file creation, organization, and secure storage.

- Log and track all incoming transcripts and academic records from mail, email, electronic exchange systems, and clearinghouse services.

- Review transcripts for completeness and clarity before forwarding to evaluators or admissions counselors.

- Ensure transcripts and sensitive academic documents are scanned accurately and linked to the correct student record in Slate.

- Assist in transcript matching and duplicate record resolution by using searches, queries, and Director-defined tools.

- Support the execution of Slate workflows, checklist updates, and application completeness processes.

- Monitor document completion statuses and alert admissions staff when student files are ready for review.

- Run routine queries and reports to support daily operations, communication flows, and application updates.

- Respond to admissions-related emails and inquiries directed to the operations inbox or assigned to the data team.

- Support the preparation and mailing of acceptance packets and other admissions correspondence.

- Assist with office support duties including document scanning, mail distribution, and filing.

- Work closely with Undergraduate and Graduate Admissions to ensure timely processing of materials.

- Support the Director of Enrollment Operations on special projects related to data integrity, cleanup initiatives, and cycle prep.

- Maintain effective communication with Technology Services, Financial Planning, Registrar, and other campus partners as needed.

Other Qualifications

- Bachelor's degree from a regionally accredited institution OR equivalent combination of education and related experience preferred.

- 1-3 years of experience in data entry, records management, administrative support, admissions, or similar office environment.

- Strong attention to detail with the ability to maintain accurate, well-organized records.

- Proficiency with Microsoft Office (Word, Excel, Outlook).

- Ability to learn Slate, Banner, and other University supported software quickly (training provided).

- Excellent interpersonal communication skills (written, verbal, and email).

- Ability to maintain confidentiality and handle sensitive student information responsibly.

- Strong organizational and problem-solving skills.

- Ability to work independently and collaborate within a team.

- Ability to manage multiple tasks in a fast-paced environment and adapt to changing priorities.

Physical Requirements

Individual must have the ability and be licensed to operate a motor vehicle. Must be able to lift and transport up to 50 pounds.

Gardner-Webb University (gardner-webb.edu) is a coeducational, residential, private, historically Baptist, Christian institution, located in Boiling Springs, North Carolina with easy access to Charlotte, Asheville, and Greenville-Spartanburg. The University offers 80+ undergraduate and graduate degree programs to approximately 3,000 students. GWU is a Carnegie-classified Doctoral/Professional University. In 2023, Gardner-Webb was home to students from 93 counties in North Carolina, 44 US states, and 43 foreign countries. GWU is a NCAA Division I institution with 22 athletic teams and 460 student-athletes.