Job description
Job Summary/Purpose:
The Enrollment Specialists are part of a primary customer service team, serving as the first point of contact for community members, staff, and students over the phone via the Admissions and Records line and via the
welcome@cocc.edu email. They answer detailed questions about COCC programs and classes, admissions, placement testing, transcript requests, advising, registration, student accounts and related policies/procedures/deadlines, as well as general questions about program/degree requirements. They process/track many student record related COCC academic forms and they are the lead for OSU Degree Partnership Program admissions processing and a main point of contact for OSU-Cascades Enrollment Staff.
Additional Employee Benefits:
Additional Employee Benefits:
- Comprehensive medical, vision, and dental insurance plans
- Tuition Waiver for degree-related and personal enrichment/development courses for Employees, Spouses, Domestic Partners, and children up to 25 years of age
- Generous monthly vacation and sick leave accruals
- 10 paid holidays a year, plus a paid full week off during Winter Break.
- Use of all College recreation facilities in Mazama Gym at no cost
- A staff wellness program that offers a variety of activities and health resources
- PERS (Public Employee Retirement System) eligibility
- 20% Discount at COCC Bookstore
- Engaging workplace culture with a mission to serve students and our community
- COCC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program
Terms of Employment:
- This is a full-time (1.0 FTE, 40hr week) 12-month non-exempt position at grade level 15 in the Classified Appendix schedule.
- Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district when needed.
- Requires the provision of official transcripts upon hire.
- COCC employees must work and reside in the state of Oregon at the time their work is being performed.
- The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position.
- Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.
- Effective Monday, April 18, 2022, COCC implemented a COVID-19 vaccination requirement for all employees. Upon hire, new employees will receive an email with instructions outlining how to upload proof of full COVID-19 vaccination or request a medical or religious exception.
Essential Functions:
Customer Service:
- Serve as the primary Admissions and Records staff members answering the A & R phone line (including voicemails) and the welcome@cocc.edu email, providing information to current and prospective students about COCC programs, admissions, registration, advising, and placement testing, as well as general questions about financial aid, student housing, and program/degree requirements; includes answering general questions for community members and making appropriate referrals to other staff or departments on campus. In doing so, recognize and work effectively with a diverse population of students and/or community members who may be frustrated, angry and/or confused.
- Teach students how to use all necessary COCC related accounts and navigate COCC’s website as well as process student requests, including registration (add/drop) and program changes, while also effectively communicating COCC policies and relevant term dates/deadlines.
- Provide information to faculty and staff regarding academic policies, term dates and deadlines, as well as instruction on which overrides to use and how to enter overrides to allow student registration.
Processing and Data Entry:
- Process weekly OSU Degree Partnership Program (DPP) admissions reports, including data entry for OSU admissions applications and math/writing placement, with the goal of having all applications processed within one week of receipt of the report. Receive and process change of campus forms, change of term forms, OSU DPP cancellations, and orientation checklists. Upload transcripts to OSU cloud drive, and download transcripts from OSU cloud drive for articulation by TDE Oversee file management and archiving of OSU Cascades student records. Main point of contact for OSU-Cascades Enrollment Services Staff.
- Assist transcript/degree evaluators with preparing transcripts for articulation by assigning terms of attendance and evaluating transcripts to determine if placement requirements have been met by transfer coursework. Review outside placement exams for placement waivers, working closely with the Placement Coordinator.
- Process the veteran residency letters and weekly FAFSA/No Application letter as well as the ORSA/No Application letters as needed as well incoming inmate letters and requests, legal and chosen name change forms; academic warning forms, TEAS and HSRT scores and W-9s while managing/following tracking processes and student record archival procedures.
- Process incoming petitions and manage the petcomm@cocc.edu inbox.
Admissions and Records Department:
- Assist A/R team in completing A/R calling campaign as well as Recruitment and Outreach with events, tours and projects as needed.
- Assist with commencement coordination and planning, submitting tickets for check-in and stage set-up, food and beverage for check-in activities, ordering communication equipment, organizing and setting up check-in on day of commencement and assisting where required for check-in and /or courtesy table. Participate in regular commencement team planning meetings/work groups.
- Participate in the Admissions and Records team to support the College’s mission, vision, values, and goals and a shared vision of excellence in student services. Participate in continuous improvement by inviting and providing honest and timely feedback. Adjust workflow and tasks in order to support the overall needs of the team.
- Assist with the annual or bi-annual student record archival and purge process.
Additional Duties:
- Serve on college committees.
- Perform other essential duties as assigned.
Knowledge, Skills and Abilities:
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
- Ability to understand complex academic environment and provide accurate and timely information tostudents and staff.
- Ability to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
- Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
- Possess sufficient analytical and organizational skills to complete transactions on a timely basis.
- Possess knowledge of general clerical and secretarial practices and principles.
- Have well-developed communication skills to communicate with customers.
- Be able to utilize good time management skills, manage multiple tasks (including assisting customers, both in-person and on the phone), while maintaining strong customer service skills and providing accurate, up-to-date information. Includes being able to answer general questions for community members and make appropriate referrals to other staff or departments on campus.
- Be able to interpret College enrollment policies and explain the rationale behind policies for faculty and students daily ensuring their understanding of expectations and requirements.
- Ability to effectively utilize common Microsoft applications (Word, PowerPoint, Excel) as well as the ability to learn and effectively utilize a student information system (Banner) and other standard office machines.
- Be able to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
- Have in-depth knowledge of the Family Educational Rights and Privacy Act (FERPA) of 1974, including its standards and applications, and the theory behind the Act, and the ability to properly interpret, implement and explain FERPA to staff/faculty, students and parents.
Physical Demands and Other Ergonomic Requirements:
Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities. Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions of this job with or without reasonable accommodation.
Equal Employment Opportunity (EEO) Statement
The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
Minimum Qualifications:
- Associate’s Degree or completion of equivalent college-level coursework.
- Two (2) years of high-volume office experience that includes:
- handling busy multi-line phone
- internet research, word processing, spreadsheets and databases (preferably experience with MS Office Suite Products)
- writing correspondence to internal and/or external customers
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
Preferred Qualifications:
- Experience in college admission, registration, and financial aid processes.
Special Instructions to Applicants:
Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.
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