DEFINITION

This position performs duties in support of Enrollment Services, including high volume scanning and indexing of continuing education documents/packets and curriculum high school and college transcripts, updating student demographic information, and other tasks as assigned by Enrollment Services. This position will also serve as a back up to the Enrollment Services Specialist at the front Student Services counter (Downtown Campus and/or North Campus) and requires a vast knowledge of all student services functions including admissions, registration, testing, advising, financial aid, counseling and other student services. The position requires a high level of attention to detail and must be able to consistently perform tasks accurately under set deadlines and disruptions.

SUPERVISION RECEIVED AND EXERCISED

Receives supervision from the Assistant Registrar.

This position does not supervise other positions.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Assists daily with technical and procedural operation of the document imaging system including scanning and indexing documents such as continuing education course packets, transcripts and withdrawal forms in an accurate and timely manner.
• Use and navigate the document imaging system to image and index incoming college transcripts and other forms and documents.
• Receive incoming transcripts and send out transcripts for students, including electronic transcript and paper transcripts; review and resolve transcript statuses and/or issues.
• Assist with the mail process including receiving, sorting and distributing incoming and outgoing correspondence.
• Process student requests and forms including but not limited to transcript requests, enrollment verifications, program changes, course withdrawals, transcript course data entry, and address/name changes.
• Respond to internal and external customer requests via phone, e-mail, and in-person.
• Use the Student Data System and Imaging Software on a daily basis to perform a variety of functions for both offices.
• Provide coverage at the front counter as needed assisting students, the community, faculty, and staff with various items as they relate to Student Services. Triage customer needs and help navigate them to the appropriate offices for assistance as needed.
• Occasional weekend or evening work may be required.
• Participate actively in departmental staff meetings.

Other Important Functions:

• Assist staff and students with various support tasks including accessing computerized information.
• Assist with the student registration process as necessary prior to each college semester.
• May be asked to participate in institutional activities such as open houses.
• Perform other related duties and responsibilities as required.

Qualifications

QUALIFICATIONS

Knowledge of:

• FERPA Law
• Microsoft Office software including Word and Excel.
• Principles and procedures of record keeping.
• Excellent spelling, grammar and punctuation skills.
• Modern office procedures, methods and computer equipment.

 Ability to:

• Provide exceptional customer service.
• Interpret and apply the policies and procedures of the function to which assigned.
• Ability to multitask and prioritize workload daily. Certain times of the calendar year may also require higher emphasis on certain tasks for Registrar’s Office.
• Respond to routine inquiries and requests for information.
• Ability to stand or sit for extended periods of time
• Able to operate assigned equipment.
• Communicate clearly and concisely, both orally and in writing.
• Work independently in the absence of supervision.
• Establish and maintain cooperative-working relationships with those contacted in the course of work.

Education and Experience Requirements

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate Degree or at least one year working in an educational setting or related field.  

Preferred Education/Training, Experience, Skills:

• Document imaging and Ellucian Colleague or other integrated student data system experience is preferred.

Supplemental Information

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.  

• Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.