Document Collection Advisor

The Document Collection Advisor plays a critical role in the university's enrollment process by ensuring the efficient collection, verification, and organization of official documents from prospective students. This role supports the institution's commitment to delivering a seamless and accurate admissions process by collaborating with internal teams and serving as a point of contact for document-related inquiries.

Location: Remote, USA

Essential Functions:

• Request, track, and collect official transcripts and other required documents from prospective students and institutions.

• Guide students through the document submission process

• Verify authenticity and completeness of submitted documents in compliance with university policies.

• Enter and update document status in the university’s student information system (SIS).

• Act as a liaison with the registrar’s office should there be a discrepancy in the student’s academic file.

• Follow up with students regarding missing, incomplete, or incorrect documentation

• Receive, review, and verify documents for completeness and accuracy, ensuring they meet university and accreditation standards

• Request, track, and collect additional documents relevant to enrollment

• Provide clear and timely communication to prospective students regarding document requirements, deadlines, and submission methods.

• Proactively reach out and respond promptly to inquiries via email, phone, or other communication channels.

• Coordinate with high schools, colleges, and other institutions to resolve document-related issues.

• Advise on next-steps for prospective students with foreign credentials.

• Ensure all collected documents adhere to institutional, state, and federal guidelines.

• Maintain strict confidentiality and security of student records in compliance with FERPA regulations.

• Partner with admissions advisors and other departments to ensure accurate and timely processing of the student file.

• Identify and escalate issues that may impact enrollment timelines or student satisfaction.

• Contribute to process improvement initiatives to enhance efficiency in document handling.

• Assist with special projects, audits, or other operational tasks as needed.

• Other Duties as assigned

Requirements:

Education & Experience:

• Bachelor’s degree or equivalent work experience in a related field.

• 1-2 years of Customer Service experience required.

• Strong attention to detail and organizational skills.

• Proficiency in data entry and experience using student information systems or similar databases.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Experience in higher education, admissions, or enrollment management preferred.

• Familiarity with FERPA and other relevant regulatory standards preferred.

Competencies/Technical/Functional Skills:

• Ability to organize and prioritize tasks without being dependent on tasks being served automatically by a system.

• Ability to sort and filter Excel reporting with limited help/training.

• Comfortable with learning various computer software and can articulate to applicants/students how to navigate them.

• Ability to remain goal-oriented and exceed goals while working in a fast-paced environment.

• Ability to use and facilitate online communication using email and/or other technology-based communication media.

• Ability to work well in a team environment.

• Strong writing skills (grammar, spelling and punctuation).

• Strong verbal communication skills.

• Public speaking skills.

• Excellent customer service skills.

• Internal drive to meet and exceed enrollment goals.

• Ability to handle questions regarding various aspects of the enrollment process, including but not limited to scholarships, financial aid, etc.

• Ability to perform as an effective teammate within the Admissions department and in cross-functional teams.

• Ability to problem-solve.

• Ability to understand and interpret the needs of prospective Students.

• Proficient with Microsoft Word and other applications in the Microsoft Office suite