Document Services Specialist

Document Services Specialist
American Public University System

The Document Services Specialist supports the student enrollment process by reviewing and processing student documents and files required for admission to the University, as well playing an active role in key processes, such as: the transfer credit evaluation (TCE), program change (PC), new program enrollment (NPE), transcript request authorization (TRA), and many other processes. This role is also responsible for paper and electronic document intake, scanning through the digital content management system and indexing documents based on the information contained in the student information system. The individual serving in this role is required to be a flexible, dedicated, professional and energetic person with an eye for detail and focus on service to students and staff. They should also be focused on the "Advancement" competencies outlined in the Document Services career progression program/plan and ensure expectations are consistently met in order to be prepared for advancement on the team.

Essential Functions:

• Meets and exceeds the expectations outlined in the Document Services Expectations Document.
• Processes daily workload to ensure all department service level agreements (SLA's) are met and exceeded when possible.
• Opens, sorts, and batches incoming mail as well as scans paper transcripts and documents.
• Reviews and processes all incoming documents for student files and updates document statuses when applicable.
• Reviews student accounts daily for file completion and preparedness for transfer credit evaluation (TCE).
• Communicates with students and staff regarding student documents, files, and transcript release authorization (TRA) requests.
• Communicates with other institutions to verify student records, transcripts, process payments for TRA's and to follow up on previous orders.
• Places transcript orders through third party vendors.
• Reviews and processes new program enrollment (NPE) applications and program change (PC) forms for file completion and preparedness for TCE.
• Reviews and processes readmission applications for designated student populations.
• Validates transcript data sent through optical character recognition (OCR) software.
• Prints and indexes electronic documents in various systems.
• Assesses student document logs to determine which documents are required and which are optional and then designate them accordingly.
• Responsible for protecting student records and personal information according to the standards outlined in the Family Education Rights and Privacy Act (FERPA).
• Performs other duties as assigned.

Essential Skills:

• Basic computer skills using the Microsoft Office Suite.
• Ability to interact with students and University staff in a professional manner.
• Excellent customer service skills.
• Strong organizational and administrative skills.
• Effective verbal and written communications skills.
• Demonstrated ability to manage multiple projects under tight deadlines.
• Ability to multitask and work with minimal supervision.
• Extremely detail oriented.

Required Experience:

• High school diploma or equivalent required. Some college experience preferred.
• Experience working with administrative records and files, as well as strong attention to detail required.
• Previous experience in customer service strongly preferred.
• Basic familiarity with Microsoft Office software to include Word, Excel and Access.
• Experience working with digital imaging systems preferred.

Pay Transparency Statement:

If you are a resident of a state with designated pay transparency requirements and this role is available remotely, you may be eligible to receive additional information about the compensation and benefits for this role, which we will provide upon request. Please send an email to recruiting@apei.com