Enrollment Services Specialist - Student Records

Job description

Job Description JOB TITLE: Enrollment Services Specialist (4 Specialties) REPORTS TO: Enrollment Analyst/Team Lead With input from: College Registrar, Director of Enrollment, Director of Financial Aid CLASSIFICATION: ESPA JOB FAMILY: E FSLA Status: Non-Exempt SUMMARY: This position delivers general services to all areas of Enrollment Services, including Admissions, Financial Aid, Student Records, Advising, and Counseling. Four employees perform the same primary job functions and perform additional specialty duties. ESSENTIAL DUTIES AND RESPONSIBILITIES: This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed; in other cases, related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Acts as the community's first contact through in-person, phone, email, chat, and virtual communication. • Handles routine, technical, varied information requests and reception duties. • Processes all correspondence associated with student enrollment. • Provides general overview of college programs and specific information for admissions, financial aid, student records, advising, and counseling requirements. • Assists with college events, student scheduling, filing of records, and test proctoring. • Coordinates assignments for work study students. • Researches, reviews and maintains records requiring data completion, verification and tracking according to reporting requests and procedures. • Maintains student holds in the student information system. • Processes all electronic forms. • Orders office supplies, processes purchase orders and other billing related forms. • Provides temporary evening coverage, as needed. • Assists students with registration via visual schedule builder and online portal. • Assists student in completion of the FAFSA application and completing other required forms to obtain Financial Aid. • Distributes, processes, and organizes incoming correspondence and mail. • Interacts with internal and external constituencies of the college to analyze customer needs and provide exception customer service. • Makes follow up phone calls, sends emails or text messages to students who have not provided requested information or completed the enrollment process. • Performs other departmental duties as required, including providing temporary coverage for the other Enrollment Services Specialists. Concierge Specialist • Serves as the front door to the institution by playing a critical role in assisting the Office of the President with the coordination of high-priority external events, communications, and other engagement efforts. • Serves as the first point of contact for the student services center by providing a welcoming environment. • Communicates with students, visitors, faculty, staff, and administrators in person and electronically • Handles phone calls and schedules appointments, as needed • Has working knowledge of the academic calendar and event calendars. • Data entry into the JRM software • Adheres to policies, procedures, and programs related to admissions and student records Admissions Specialist • Operates and maintains functions associated with the college operator, admissions, registration, student records, advising, and noncredit registration phone lines. • Processes student applications and all correspondence associated with enrollment, including daily maintenance of the communication campaigns for inquiries, applicants, placement testing, and registration via letter, phone call, text message, and email. • Maintains TRA compliance, including all attendance records. • Processes accept letters for select admission programs. • Processes special population and group registrations. • Processes student inquiries and all correspondence associated with the student request. Student Records Specialist • Maintains individual students’ academic records and transcripts by processing legacy records, grading reports, grade changes, enrollment certification, nonpayment deletes, medical withdrawals, faculty withdrawals, faculty reinstatements, tuition assistance initiative, applying transfer credits, and forwarding official records. • Maintains compliance with AACRAO’s retention policies for both physical and electronic student records. • Maintains compliance for ACT 48 continuing education credits. • Enters data into the student information system, including curriculum changes. • Maintains student degree audits in the student information system. • Processes changes affecting the degree audit system, including approved curriculum, course notes, programming, majors, prep codes, attributes, and advisors. • Enters grades as needed. • Processes electronic, in-person, and mailed transcript requests. Financial Aid Specialist • Provide students with information about applying for, completing, and receiving federal, state, and scholarship aid. • Reviews the daily ISIR downloads and sends the necessary request for information to all students. • Creates files for all new students and pulls and updates all returning student files for the new academic year. • Maintains Financial Aid Files in compliance with Department of Education retention guidelines. • Updates student records as necessary in JFA and other third-party software. • Sends Financial Aid communication to applied potential students through JRM software. Financial Aid Assistant/ VA Certifying Official • Performs duties for dual enrollment certification of all Veteran students. • Reviews applicant lists to ensure that all potential VA students complete the FAFSA, which is a requirement to be verified prior to certification of benefits. • Reviews applicant lists to ensure that incoming VA students receive a shopping sheet within 15 days from the time of application. • Reviews list to verify eligibility and certify EAP (National Guard) funding through the state. MINIMUM QUALIFICATIONS: Education and Experience: Education: • Associate degree required. Bachelors preferred Experience: • 3 years of administrative assistance, and: • Experience in executive office assistance preferred • At least three years of formal training and experience Knowledge, Skills, and Abilities: Technical • Working knowledge of appropriate computer systems and software. • Strong working knowledge of college personnel, procedures, and programs. • Ability to maintain records. Characteristics • Excellent communication skills. • Ability to communicate tactfully and effectively with students, the public, and co-workers. • Ability to maintain confidentiality. PHYSICAL DEMANDS: The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. • Regularly required to sit • Frequent use of hands to finger, handle, or feel; reach with hands and arms; and talk or hear • Occasionally required to stand and walk • Regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds • Specific vision abilities required by this job include close vision and the ability to adjust focus WORK ENVIRONMENT: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in indoor conditions and near a video display. The employee occasionally works in the evenings or on weekends. The noise level in the work environment is usually moderate. Community College of Beaver County is an EEO employer and does not discriminate in its programs, activities, or employment based on race, color, religion, sex, sexual orientation, disability, veteran status, age, or national origin. Women, Minorities, and Veterans are encouraged to apply.