Position Classification Description

Position Class Code / Title: G0032 / Admissions Rep/Data Entry
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 06

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Collects, reviews and assesses applications and related documents for compliance with eligibility for admission. Records and monitors required data into an integrated student database. Manages, expedites and maintains files, records and other documents and ensures accurate progression of completed files throughout the admission process. Resolves routine application processing problems, and coordinates the resolution and/or referral of specific policy-related and procedural queries and problems.

Duties and Responsibilities

  1. Reviews, verifies, and assesses applications and support documents in accordance with established guidelines to follow-up on missing or deficient information; relays and discusses status of application; reviews applications and transcripts with respect to current eligibility of applicants, applications, transcripts, records and evaluations; initiates, codes, reviews and processes applications.
  2. Reviews and analyzes college and university transcripts and makes determinations regarding the methodology to be used to enter the appropriate information into the on-line transfer system; reviews electronic applications and information for accuracy and completeness prior to loading into the IDMS database.
  3. Creates and maintains manual and computerized records; establishes and maintains logs, filing, and recordkeeping systems and ensures that all records are complete, accurate and up-to-date; performs data entry and maintains various computer databases; performs routine analysis and calculations in the processing of data for recurring internal reports.
  4. Responds to inquiries and investigates/resolves problems related to transactions handled by the department; researches information, compiles statistics, gathers and computes various data; resolves internal requests for adjustments on applications and evaluations; provides routine advice and guidance to client department representatives, employees, and others on the application of admissions policies, procedures and documents; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
  5. Sorts, screens, reviews and distributes incoming and outgoing mail; composes, prepares or ensures timely responses to a variety of written requests; prepares documents and composes routine correspondence as required.
  6. Provides administrative support to include the expediting and coordinating of incoming and outgoing documentation relative to Admissions policy and procedural issues; ability to use independent judgment to manage and impart confidential information in addition to demonstrating the ability to maintain confidentiality; organizes workload to ensure deadlines are met; schedules work assignments in order or priority and date received.
  7. May supervise students to include training; allocation and coordination of work; participates in the training of new employees.
  8. May participate in the development and recommendation of operating policy and procedural improvements by assisting in problem solving, project planning and development and execution of stated goals and objectives; participates in the analysis of system and technology changes and upgrades.
  9. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Knowledge of Admissions policies and eligibility requirements.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to plan work schedules and assign duties; ability to provide or arrange for training.
  • Ability to analyze and solve problems.
  • Ability to sort and/or distribute mail.
  • Knowledge of database management, records maintenance, word processing and data entry skills.
  • Ability to complete moderately complex administrative paperwork.
  • Skill in gathering data, compiling information, and preparing reports.
  • Ability to perform complex tasks and to prioritize multiple projects.
  • Ability to make administrative/procedural decisions and judgments.

Conditions of Employment

  • All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the CWA Collective Bargaining Agreement.
  • Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 05/04/2021