Admissions and Records Assistant

GENERAL DUTIES: 

I. ADMISSIONS 

A. Process admission applications for new students (verify submitted documentation, contact applicants, collect documents, and compile new student files for review) 

B. Assist with new student orientation 

C. Give admissions information to walk-in parents, and or prospective students.

D. Give admissions information or respond to admissions inquiries (through email, phone, or web conferencing tools) 

II. REGISTRATION: 

A. Provide support to new and current students during registration (add/drop courses, verify holds, offer options, and be familiar with course requirements and pre-requisites) 

B. Support the department during registration and add/drop period.

II. ACADEMIC ADVISING: 

A. Be familiar with the university´s academic policies, deadlines, and procedures. B. Be familiar with the university´s academic guide, general bulletin, and all other academic publications. 

C. Provide academic advising to current and new students through walk-in advising, appointments, and web conferencing office hours. D. Guide students in the completion of academic requirements 

III. RECRUITING (LOCAL & INTERNATIONAL) 

A. Participate in local recruiting activities, both in-person and virtual: 

a. Presentations in school fairs in Panama City and interior. 

b. School visits & presentations in Panama City or the interior. 

c. Coordinate campus visits and presentations for prospective students and schools. 

B. Participate in international recruiting activities, both in-person and virtual: 

a. Travel overseas to visit target schools. 

b. Organize presentations for regional college fairs (in-person or virtual) 

c. Plan trip logistics for international, in-person recruiting events: tickets, hotel reservations, appointments, etc. 

C. Maintain record of recruiting events, compile lists of contacts, and provide follow up. 

IV. RECORDS AND DOCUMENT HANDLING 

A. Support current, graduating, and former students with required documentation: 

a. Enrollment certification for local entities: IFARHU, Immigration, etc. 

b. Academic program plans for loans or scholarships (e.g. IFARHU requests) 

c. Academic progress reports for IFARHU or other entities as requested. d. Other certification letters upon request.

V. SOCIAL MEDIA AND PROMOTIONAL MATERIAL 

A. Create promotional and information content for the Admissions & Records office 

B. Manage the social media channels for the Admissions & Records Office 

C. Create flyers and other information packages that support the mission of the office and the university. 

VI. OTHER DUTIES THAT SUPPORT THE UNIVERSITY 

A. Proctor Exams for instructors. 

B. Support the Commencement Ceremony arrangements. 

C. Support the Student Government Elections