• Document Specialist I - Office of Admissions & Evaluation

    Job Locations US-AZ-Phoenix
    University of Phoenix
    Job Family
    Student Services
    Virtual Eligible
    Requisition ID
    Position Type
  • Overview

    Under general supervision, this position performs a variety of centralized document processing services for the University to support the Admissions functions as well as other aspects of the student lifecycle. The position acts as a liaison between campus, division and corporate personnel; and between the University and external institutions, or their designated service providers for academic transcripts, in order to provide efficient document processing for all University of Phoenix students.


    • Performs specialized work associated with the centralized intake and processing of admissions and records documents and academic transcripts including: requesting, follow-up, receiving/prepping, scanning/indexing, data entry, verification, and quality control.
    • Fosters and implements appropriate electronic transcript exchange partnerships with external institutions and/or their designated transcript provider to promote increased usage of electronic transcript exchange as a preferred method to order and receive academic transcripts.
    • Performs inspection and processing of documents in accordance with standard operating procedures including verification of authenticity, associating to correct student record, identifying and reporting record falsification and purging appropriate documents according to standardized retention schedules.
    • Physically maintains the work space to increase team’s organization and efficiency in receiving and processing documents while ensuring compliance in the protection and redaction of PII information for all incoming and outgoing physical and electronic documents in accordance with standard operating procedures.
    • Inputs critical data in multiple systems to enable reporting and trend tracking which assist in identifying procedural gaps as well as volume and turnaround time analysis. Identifies and reports issues and opportunities for improvement promptly following appropriate protocols.
    • Creates and maintains resources, update all SOP’s, job aids and flow charts as needed to ensure consistency in processing and adherence to process changes. Maintains cross functional proficiency in a minimum of 2 functional areas to ensure adequate functional area coverage.
    • Participates in department, organizational task forces, or committees to improve department workflow quality, effectiveness, and efficiency.
    • Performs other duties as assigned or apparent




    Basic Requirements:


    • High school diploma or equivalent education required.
    • A general knowledge of educational institutions as normally obtained through exposure to a college or university setting preferred.
    • Typing speed and accuracy: 65 Word Per Minute strongly preferred

    Additional Qualifications:

    • Proven experience in an education, service, and/or business environment administering processes and activities in accordance with established policies, procedures, and standards. This includes reviewing and monitoring processes and activities to ensure compliance with established guidelines, policies, and procedures.
    • Must have a moderate level of analytical ability to effectively and accurately process documents following established departmental guidelines and procedures.
    • Must have excellent oral, written, and interpersonal communication skills to effectively interact and communicate with internal and external customers with regard to University policies, procedures, guidelines, and standards.
    • Must have working knowledge of personal software packages to perform word processing and spreadsheet activities, as described above.
    • Must be results-oriented and able to organize, prioritize, and manage multiple activities in a fast-paced environment.


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