The Technical Records Specialist 2 plays a critical role in ensuring the accurate and efficient processing of student applications and supporting documents at Boise State University. This is a fully remote position based in the Boise, Idaho metropolitan area. Responsibilities include supervising and training student staff, overseeing data entry and indexing of documents—including investigating and resolving data entry and indexing errors—and providing high-quality customer service to individuals with inquiries about admissions processing anomalies or questions. The role requires strong attention to detail, a thorough understanding of university admissions policies, and proficiency in multiple software systems, including PeopleSoft, Slate, and Perceptive Content. Additionally, the Admissions Processing Coordinator reviews undergraduate applications, ensures compliance with FERPA regulations, and collaborates with campus partners to support seamless admissions operations.

As a Technical Records Specialist 2, you will be an essential part of the Admissions and New Student Programs team at Boise State University. This department encompasses three core areas: New Student Programs, Recruitment and Campus Visits, and Operations and Systems, all dedicated to the recruitment, admission, and seamless onboarding of students.

This role is a member of the Processing Team, which consists of five full-time staff and three to six student staff. It is also part of the larger Operations and Systems team, which includes the Processing, Customer Service, Systems, and Slate CRM teams. You will work closely with your immediate Processing Team members while also collaborating with the other Operations and Systems teams. Additionally, you will interact with colleagues from across the department and university through meetings, training sessions, and customer support efforts. Our department, university, and local community are home to professionals who have leveraged the knowledge, relationships, and skills gained here to advance their careers and make meaningful contributions. As part of the team at the forefront of welcoming new students, we take pride in representing Boise State University and warmly invite you to join our dedicated and supportive work family.

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

HIRING, TRAINING, AND SUPERVISING STUDENT STAFF: 25%
• Hires student staff
• Assigns duties to student workers.
• Ensures that student workers are adequately trained in the various tasks they are responsible for, including; indexing of documents, data-entry of transcripts, data-security best-practices and policies, and the cleaning up of incorrect data
• Coordinates student-staff work schedule and approves timecards.
• Has conversations with students who exhibit poor behavior and/or subpar work.
• Performs annual student staff performance evaluations
• Creates and monitors student schedules and hours worked in a third-party software (Sling)

DATA ENTRY AND INDEXING OF DOCUMENTS: 40%
• Investigates and solves indexing and data entry errors and questions from student staff and colleagues across campus.
• Communicates with the customer service team when a document may need to be re-scanned into the system.
• Coordinates the indexing and data entry of documents into PeopleSoft, which includes the use of multiple software, including Slate, PeopleSoft, and Perceptive Content.
• Provides quality control for all data entered documents in PeopleSoft and Slate from the documents received by the Admissions Department.
• Must maintain a high level of confidentiality and integrity while working with high volumes of sensitive and personal data, as outlined by the Family Educational Rights and Privacy Act (FERPA). Must be able to understand and use Boise State and the State of Idaho admissions policies in the coordinating of the secure storage and disposal of documents.
• Coordinates the cleanup of mislabeled documents, data-entry errors, and other document-related data errors.
• Uses filters and queries in Perceptive Content to track document and workload data.

REVIEW AND PROCESS UNDERGRADUATE APPLICATIONS 20%
• This position reviews undergraduate applications for admission, requests additional materials, and makes admissions decisions in a timely manner. This process consists of the need to learn and use a variety of software and other technology throughout the workday. Software used to accomplish this includes an enterprise content management system (Perceptive Content), a database (PeopleSoft), an application platform (Slate) and Google Apps. Application decisions are based off of an accurate review of a student’s application, accompanying materials, test scores and other factors provided by the student or university at the time of applying. Must be able to thoroughly review applications and accompanying documents to determine which items need to be requested and what decisions should be made.
• Determines and orders the appropriate admissions letters to go out to applicants based on where they are in the application process.
• Assigns and releases appropriate service indicators.
• Calculates cumulative GPAs and credit totals from high school and college transcripts.

CUSTOMER SERVICE 10%
• Good communication skills in-person, via phone and e-mail are critical. Must be able to accurately and professionally explain detailed admissions policies and respond to all requests for information about Boise State. Extensive knowledge of all university offices is needed in order to make appropriate referrals
• Monitors the Tech Request Form in Slate to handle inquiries from Admissions staff and colleagues across campus, interprets policies to resolve the issue reported, and uses professional communication to inform the requestor of the resolution.
• Works with other departments to ensure smooth document routing between offices, this primarily includes the Graduate College, Registrar’s Office, and International Admissions.
• Communicates regularly with Enrollment Counselors and other campus partners about the status of a student’s documents and/or application


OTHER RESPONSIBILITIES: 5%
• Participate in Departmental, Divisional, and University events, initiatives and programs
• Other duties as assigned

• Knowledge of supervisory practices and data management
• Experience conducting sensitive fact finding interviews; storing, retrieving and compiling information in a report format using database software and using spreadsheet software.
• Demonstrated ability to use set guidelines to make determinations regarding:
      • Admissibility of applicants
      • Accuracy of imported information and making changes where needed
• Ability to accurately calculate students’ high school unweighted and college transfer GPAs
• Ability to determine what additional materials are needed from students, and when a student’s application is complete and ready for review.
• Ability to make decisions related to the transferability of credits and which courses count towards State core requirements.

Experience: monitoring record systems to identify and correct errors; interpreting, explaining, and applying laws, regulations, and complex policies for multiple or highly specialized programs; analyzing information and researching a variety of sources to identify and resolve problems or issues; dealing with individuals from varying cultural and socio-economic backgrounds in stressful situations; entering and retrieving data using a computerized record system; composing and proofreading business correspondence. 

This position is open to current regular Boise State employees only.

Preferred Qualifications:

1. Cover Letter: Please submit a cover letter indicating your interest and your qualifications for this position.
2. Resume: Please attach a resume that includes your employment history with dates of employment.
3. References: Please provide 3 professional references, including your current or most recent employer.

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. We’re building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.

Learn more about Boise State and living in Idaho’s Treasure Valley at https://www.boisestate.edu/about/